Key Responsibilities
Determine and document logistical requirements for assigned small- to moderate-size scientific peer-review panels, workshops, conferences, and program meetings.
Develop and carry out event plans, schedules, checklists, meeting-material processes, and participant-support procedures under the direction of project managers and senior logistics analysts.
Support site selection and coordinate meeting facilities, room configurations, virtual platforms, audiovisual services, accessibility needs, lodging, and other event resources.
Arrange participant transportation and ticketing and provide travelers with accurate itineraries, schedules, instructions, and other logistical information.
Coordinate per diem provisioning, panelist and reviewer honoraria, and participant reimbursements in accordance with established procedures.
Serve as a primary logistics point of contact for reviewers, panelists, speakers, vendors, project team members, and other participants before, during, and after events.
Provide on-site or virtual event support, respond to participant questions, resolve routine logistics issues, monitor schedule and cost risks, and promptly escalate unusual or challenging requirements.
Maintain accurate participant rosters, itineraries, travel records, payment documentation, schedules, trackers, action items, and event files.
Collaborate with project managers, senior logistics analysts, solicitation specialists, support scientists, technical teams, and government stakeholders across concurrent review activities.
Complete post-event documentation, reconcile logistics and payment records, and support follow-up and closeout activities.
Basic Qualifications
High school diploma or GED and 5 years of meeting and conference planning and support experience; OR
College degree and at least 1 year of meeting and conference planning and support experience.
Willingness and ability to travel domestically, including overnight travel, and provide on-site event support when required.
Must successfully complete a federal background investigation and obtain and maintain a Personal Identity Verification credential for required facility and system access.
Professional Skills
Strong organizational and time-management skills, with attention to detail when managing assignments, schedules, participant information, travel documentation, payment records, trackers, and event files.
Clear and professional written and verbal communication, with a strong customer-service orientation when working with reviewers, panelists, travelers, vendors, government stakeholders, and delivery teams.
Working knowledge of Microsoft Office or Microsoft 365 tools used to maintain correspondence, spreadsheets, schedules, and status information.
Sound judgment and discretion in resolving routine logistics issues, escalating exceptions, and handling confidential, financial, personally identifiable, or pre-decisional information.
Preferred Skills and Experience
Experience coordinating participant travel or event logistics, including transportation, ticketing, lodging, meeting facilities, per diem, honoraria, or reimbursements.
Experience supporting scientific or technical peer-review panels, merit-review activities, grant programs, or other federal research and science programs.
Experience with federal travel procedures, event-management platforms, virtual meeting tools, or peer-review and grants-management systems.
Experience supporting multiple meetings or events with overlapping schedules and deadlines.
Please note this role is contingent
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Bot and Third-Party Applications
Please note that this application must be submitted directly by the applicant for consideration. Failure to do so may result in the application being excluded for consideration. Applicants needing an accommodation for disability or religious purposes in connection with the application process should contact Candidateaccommodation@icf.com for assistance.
- Working at ICF
- ICF is a global advisory and technology services provider, but we’re not your typical consultants. We combine unmatched expertise with cutting-edge technology to help clients solve their most complex challenges, navigate change, and shape the future.
We can only solve the world's toughest challenges by building a workplace that allows everyone to thrive. We are an equal opportunity employer. Together, our employees are empowered to share their expertise and collaborate with others to achieve personal and professional goals. For more information, please read our EEO policy.
We will consider for employment qualified applicants with arrest and conviction records.
Work Authorization and Sponsorship All candidates must be authorized to work in the United States. This position is not eligible for new H-1B visa sponsorship by ICF. Candidates who currently hold valid work authorization may be considered for a change of employer petition, subject to company policy and applicable immigration requirements.
Reasonable Accommodations are available, including, but not limited to, for disabled veterans, individuals with disabilities, and individuals with sincerely held religious beliefs, in all phases of the application and employment process. To request an accommodation, please email Candidateaccommodation@icf.com and we will be happy to assist. All information you provide will be kept confidential and will be used only to the extent required to provide needed reasonable accommodations.
Read more about workplace discrimination rights or our benefit offerings which are included in the Transparency in (Benefits) Coverage Act.
Candidate AI Usage Policy
At ICF, we are committed to ensuring a fair interview process for all candidates based on their own skills and knowledge. As part of this commitment, the use of artificial intelligence (AI) tools to generate or assist with responses during interviews (whether in-person or virtual) is not permitted. This policy is in place to maintain the integrity and authenticity of the interview process.
However, we understand that some candidates may require accommodation that involves the use of AI. If such an accommodation is needed, candidates are instructed to contact us in advance at candidateaccommodation@icf.com. We are dedicated to providing the necessary support to ensure that all candidates have an equal opportunity to succeed.
Pay Range - There are multiple factors that are considered in determining final pay for a position, including, but not limited to, relevant work experience, skills, certifications and competencies that align to the specified role, geographic location, education and certifications as well as contract provisions regarding labor categories that are specific to the position.
The pay range for this position based on full-time employment is
$89,649.00 - $152,404.00
Nationwide Remote Office (US99)
