Institutional Events Specialist

This is a hybrid position based in our Washington, D.C. office, requiring 8 days per month in the office. Existing work authorization is required at the time of application submission as WRI is unable to sponsor any visa work sponsorship for this position. To be eligible for this position in US, you must be a resident of DC, Maryland or Virginia at the start of employment.

About the Program: 

Now is the time to move from commitments to action on climate change—WRI is at the forefront of this urgent transition. WRI has the knowledge, convening power and tools to drive change.

The Executive Office is formed of the President and CEO, five Managing Directors, the Chief Administrative Officer, General Counsel, Global Board Affairs and key staff who work with them to ensure the smooth and effective leadership of WRI. This group of dedicated staff support decision-making, organizational efficiency, Board governance, executive communications and engagement both internally and externally.

Job Highlight: 

As a member of the Events team, you will help deliver high-quality, impactful institutional events and engagements that are led out of the Executive Office. You will integrate equity into your work.

You will be coordinating across our network of programs and country offices to support WRI’s participation in and logistics for key global summits, such as the annual UNFCCC Conference of the Parties (COP), Climate Week NYC, and similar institutional events. Additionally, you will provide strategic and logistical support for important events such as Global Board Meetings and high priority institutional events. Part of your role will be facilitating contracts and payments to hotels and vendors, and reconciling expenses after events. This position will require travel to major domestic and international events 2-4 times per year.

WRI’s Events team brings consistency and excellence to our engagements. Through events, we aim to raise the organization’s profile with key audiences. You will strive to bring a strategic approach to our convenings, collaborate with cross-departmental teams and provide recommendations with a full understanding of budget and other organizational impacts and needs.

You will report to the Director of Communications and Engagement in the Executive Office with a dotted line to the Senior Manager for Events and Experiences in the Core Communication team. 

What you will do: 

Global Summit Logistics & Support (40%):

• Manage logistics for WRI’s delegation at international conferences such as UNFCCC COP, Climate Week NYC, and select global summits
• Support the badging/registration process and liaise with the UN, working closely with the Managing Directors for Programs and Countries
• Lead hotel logistics, including researching properties, reserving hotel blocks, managing accommodations and rooming lists, liaising with the property, and managing contracts, payments and budget
• Ensure the smooth operation of our delegation, serve as the primary point of contact for staff, and provide onsite support, as needed. Make arrangements for meeting spaces, transportation companies, printing and delivery companies, and other vendors. Support preparation of logistics packet
• Attend UN climate conferences and other global summits to provide logistical support for side events, photography, printing, and more

Strategic Board and Institutional Event Support (40%): 

• Help WRI produce high-quality meetings and events that raise our profile, share our content, and cultivate relationships with key decision makers, partners and their teams
• Provide strategic support for Global Board Meetings, including logistics and coordination with country offices to ensure timely deliverables, within budget. Responsibilities may incl