IT Specialist - Mid-Level

Provide a short description of the Position

To ensure the efficiency and security of our virtual operations, we are seeking a highly skilled and dedicated IT Specialist to facilitate and manage critical Webex hearings and meetings for our legal team. Currently, legal and administrative personnel are burdened with complex technical tasks—such as scheduling, troubleshooting, and managing live document sharing—which distracts from their core duties. By placing a technical expert in charge of live meeting moderation, access control, and real-time troubleshooting, we can guarantee seamless, professional proceedings. Ultimately, this strategic resource will maximize the productivity of our high-value staff and eliminate technical disruptions.

Provide a list of the day-to-day tasks to be performed by the Selected Candidate:

• Coordinate and manage the master calendar for virtual hearings, scheduling Webex sessions and sending secure invitations to all participants.
• Configure meeting-specific security settings, including enabling waiting rooms, requiring passwords, and locking meetings once proceedings begin to prevent unauthorized entry.
• Conduct pre-meeting tech checks with attorneys and external participants to ensure their cameras, microphones, and screen-sharing capabilities are working properly before the session starts.
• Assign Webex roles (Host, Co-host, Presenter) to the appropriate legal team members prior to the start of the hearing.
• Monitor the Webex waiting room/lobby, verify the identity of attendees, and admit authorized participants into the meeting.
• Manage live participant audio and video, including muting background noise, unmuting witnesses when called to testify, and spotlighting active speakers.
• Assist attorneys by sharing digital exhibits, documents, and presentations on-screen during the live proceeding to ensure a seamless presentation.
• Set up and manage secure virtual breakout rooms for private attorney-client consultations or sidebar discussions, ensuring participants are routed correctly.
• Provide immediate, user-level troubleshooting during live meetings, such as helping a participant connect their audio, adjust their camera, or resolve basic connection issues.
• Manage meeting recordings (starting, pausing, and stopping) at the direction of the lead attorney or presiding official.
• Save, catalog, and organize meeting recordings, chat transcripts, and attendance logs in the designated file system.
• Distribute secure links to meeting recordings or transcripts to authorized parties upon request.
• Provide brief, hands-on guidance to legal staff and external participants on how to navigate basic Webex features (such as raising hands, muting, or using the chat).
• Maintain a meeting-day checklist to ensure consistent setup, security protocols, and execution for every virtual hearing.
• Assist with other IT related tasks as directed by supervisor.