Back 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%):

  📚 𝗗𝗶𝘀𝗰𝗼𝘃𝗲𝗿 𝗛𝗼𝘄 𝘁𝗼 𝗚𝗲𝘁 𝗮 𝗝𝗼𝗯 𝗶𝗻 𝘁𝗵𝗲 𝗨𝗡 𝗶𝗻 𝟮𝟬𝟮𝟯! 🌍🤝 𝗥𝗲𝗮𝗱 𝗼𝘂𝗿 𝗡𝗘𝗪 𝗥𝗲𝗰𝗿𝘂𝗶𝘁𝗺𝗲𝗻𝘁 𝗚𝘂𝗶𝗱𝗲 𝘁𝗼 𝘁𝗵𝗲 𝗨𝗡 𝟮𝟬𝟮𝟯 𝘄𝗶𝘁𝗵 𝘁𝗲𝘀𝘁 𝘀𝗮𝗺𝗽𝗹𝗲𝘀 𝗳𝗼𝗿 𝗨𝗡𝗛𝗖𝗥, 𝗪𝗙𝗣, 𝗨𝗡𝗜𝗖𝗘𝗙, 𝗨𝗡𝗗𝗦𝗦, 𝗨𝗡𝗙𝗣𝗔, 𝗜𝗢𝗠 𝗮𝗻𝗱 𝗼𝘁𝗵𝗲𝗿𝘀! 🌐

  ⚠️ 𝐂𝐡𝐚𝐧𝐠𝐞 𝐘𝐨𝐮𝐫 𝐋𝐢𝐟𝐞 𝐍𝐨𝐰: 𝐏𝐨𝐰𝐞𝐫𝐟𝐮𝐥 𝐓𝐞𝐜𝐡𝐧𝐢𝐪𝐮𝐞𝐬 𝐡𝐨𝐰 𝐭𝐨 𝐠𝐞𝐭 𝐚 𝐣𝐨𝐛 𝐢𝐧 𝐭𝐡𝐞 𝐔𝐧𝐢𝐭𝐞𝐝 𝐍𝐚𝐭𝐢𝐨𝐧𝐬 𝐍𝐎𝐖!

  • 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 include vendor selection and management, procurement and contracts, hotels, transportation, event venues, excursions and more
  • Support WRI’s high level institutional reception at key global events, such as COP, from logistics to execution. Create a workplan and project manage the event, find venues and vendors, manage budget and contracts, support guest list management and invitations. Coordinate with Core Communications and Development colleagues on event materials including brochures, photography, videos, signage, relationship tracking, and other necessary elements
  • Support WRI US office events, including annual holiday party

    Finance and Operations (20%):

    • Responsibly manage budgets for hotels, conferences, events and other services
    • Facilitate contracts for hotels and vendors through WRI’s grants and contracts function. Liaise with hotels and vendors to ensure smooth operation throughout the contracting and payment process
    • Manage hotel and vendor payments in a timely fashion, within budget
    • Process expenses against project codes and reconcile payments following events.

      What you will need:

      • Education: You have a completed bachelor’s degree in related area. Relevant work experience is accepted in lieu of a degree
      • Experience: You have 3+ years of work experience project managing and delivering events, meetings, or conferences (international experience preferred)
      • Experience working collaboratively across teams to deliver high quality events and experiences
      • Demonstrated ability to work independently and collegially with others and with the highest standards of integrity
      • Demonstrated research and project management skills
      • Experience managing multiple projects with competing demands
      • Languages: You are proficient in spoken and written English
      • Requirements: Existing work authorization is required where this position is based. WRI is unable to support visa applications.

        Potential Salary:

        $69,000 - $78,000

        Salary is commensurate with experience and other compensable factors.

        How to Apply:

        Please submit a resume with a cover letter by 27 June 2025. You must apply through the WRI Careers portal to be considered. We may close for applications sooner if we receive a high volume of applications from qualified candidates.

        What we offer:

      • Access to the WRI global network with the opportunity to exchange with and learn from passionate colleagues working at the cutting edge of their fields across Asia, Africa, Europe, Latin America and the US
      • The chance to have an impact and to develop your career within a mission driven organization with access to varied learning and training opportunities
      • A workplace that strives to put diversity and inclusion at the heart of our work
      • The opportunity to join and get involved in different working groups and affinity groups to shape the future of