Meeting Coordinator

Job Title:

Planner / Meeting Coordinator

Location:

Washington, DC/Rockville, MD/Tysons, VA

Role:
Find/secure meeting locations (for arbitration hearings) at hotels and other off‑site locations.

• A few years of experience (something organizational)
• Happy candidates only! Joyful, positive attitude.
• Does not mind repetitive work, frequent meeting cancellations

The Meeting Planner / Dispute Resolution Planner manages end-to-end scheduling, venue sourcing, and logistical coordination for our arbitrations. This role serves as the primary point of contact for hearing logistics, working closely with case administrators, coordinators, and external vendors to ensure efficient and cost-effective execution of dispute resolution proceedings. The Dispute Resolution Planner is responsible for evaluating hearing requests, securing appropriate venues across multiple formats (hybrid and in‑person), negotiating favorable contract terms, and managing budgets to support the operational needs of our Dispute Resolution Services (DRS) department.

• Identifies and secures appropriate venues, including hotels and our offices, to accommodate hearing requirements and party needs.
• Schedules arbitrations based on hearing request forms from case administrators; coordinates all logistical requirements across hybrid and in‑person formats.
• Liaises with DRS staff to ensure seamless execution of proceedings.
• Serves as liaison between parties and venues to address last‑minute changes, technical requirements, or special accommodations needed for proceedings.
• Negotiates competitive pricing and favorable contract terms with venues and service providers, including flexible cancellation policies to minimize costs for rescheduled or cancelled hearings.
• Monitors and manages scheduling‑related expenses to ensure cost‑effective operations.

• Bachelor’s degree in business administration, hospitality, or related field; or equivalent combination of education and experience
• 3-5 years of experience in scheduling coordination, legal operations, or vendor management
• Strong organizational and multitasking abilities with exceptional attention to detail
• Excellent written and verbal communication skills
• Ability to work independently and problem‑solve in a fast‑paced environment
• Strong negotiation and vendor management capabilities
• Proficiency with Microsoft Office Suite and Adobe

• Experience working in legal services, dispute resolution, arbitration, or regulatory environments
• Knowledge of the hospitality, financial services, and/or securities industry