Meeting and Events Coordinator – Hybrid Jobs in Reston, VA at ICF International

As part of the ICF Meetings and Events team, the Meeting and Events Coordinator provides support services for ICF and ICF client meetings and events with attendance ranging from 10-2500 participants. This role is in Reston, VA. and will occasionally support sites in other local locations.

Responsibilities include but are not limited to the following:

Research, source RFPs, negotiate, and secure hotel and venue meeting space, guest room blocks, AV, and other meeting services both domestically and internationally.

Support event planning including site selection, budget development, vendor contracting, event shuttles, food and beverage, and audio-visual.

Consult with project teams and other internal clients to conceptualize and design events based on their needs in all execution formats: in-person, hybrid, and virtual.

Serves as a liaison between clients, venues and suppliers as sourcing is taking place.

Communicate workflow process and procedures with clients to ensure the success of the Meetings and Events team.

Negotiate and administer contracts to meet the standards of ICF and ICF clients.

Review, negotiate and manage banquet event orders (BEO) to ensure they reflect meeting and event needs.

Provide guidance for travel arrangements through our Travel Team.

Drive awareness and utilization of the Meeting & Events services and resources among internal ICF customers.

Oversee review and reconciliation efforts of costs and expenses.

Work with Preferred Provider National Sales Officers (NSO) to ensure that ICF business objectives are met.

Assist in the administration of RFP (Request for Proposal), RFQ (Request for Quotation), RFI (request for information) efforts to ensure that ICF business objectives are met using technology and tools used at ICF.

Collaborate and partner with internal stakeholders to achieve positive outcomes.

Continually build and maintain relationships with clients, hotels and suppliers.

Work closely with the procurement department on purchase requisitions for meetings and events.

Assist with organizing and planning annual ICF holiday parties as needed.

Utilize SharePoint filing system for records, reports, and documents.

Reconcile and track corporate credit cards held by meetings and events team.

Support Travel Team projects as needed.

Administrative responsibilities as assigned.

Basic Qualifications:

3+ years in a customer service role

1+ years of facility administration experience working with vendors and suppliers.

1+ hands-on experience with Microsoft Office including Teams and Meetings, Webinar or Live Events, SharePoint

Preferred Qualifications:

Bachelor’s Degree

Certified Meeting Professional (CMP) or similar certification

Experience with Cvent

Effective time management skills and ability to multi-task with a time sensitive approach.

Strong project management skills with the ability to successfully work on multiple activities and priorities concurrently.

Analytical, organizational, and problem-solving skills.

Strong verbal and written communications skills, interpersonal and customer service skills.

Possess a partnering mindset with a solution-focused approach to managing complex scenarios and diverse stakeholder groups at various levels.

Working at ICF

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Title: Meeting and Events Coordinator – Hybrid

Company: ICF International

Location: Reston, VA



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