Meetings and Events Coordinator- Reston , VA
Meetings and Events Coordinator- Reston , VA
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$ 50135 - 85229
1 Vacancy
Job Description
As part of the ICF Meetings and Events team this position provides support services for ICF and ICF client meetings and events with attendance ranging from 10-2500 participants. This position will require a hybrid work arrangement. The successful candidate will need to work from the Reston Virginia office 2 - 5 days per week as business needs require. This is to ensure conference center support is adequately covered.
Responsibilities include but are not limited to the following:
Research source requests for proposals (RFPs) negotiate and secure hotel and venue meeting spaces 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 services.
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.
Serve as a liaison between clients venues and suppliers as sourcing activities are taking place.
Communicate workflow processes and procedures with clients to ensure the success of the Meetings and Events team.
Collaborate on the negotiation and management of 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.
Drive awareness and utilization of the Meeting & Events services and resources among internal ICF customers.
Oversee review and reconciliation efforts of costs and expenses.
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.
Provide support services for ICF in-house conference centers.
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.
Provide guidance for travel arrangements through our Travel Team.
Additional administrative responsibilities as assigned.
Basic Qualifications:
At least a bachelors degree or equivalent years of experience with direct experience with professional communications administrative tasks customer service and or event coordination support.
Preferred Qualifications:
Effective time management skills and ability to multi-task with a time sensitive approach.
Strong project management skills with the ability to successfully manage 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
ICF is a global advisory and technology services provider but were 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 worlds toughest challenges by building a workplace that allows everyone to thrive. We are an equal opportunity employer.Together our employees are empowered to share theirexpertiseand collaborate with others to achieve personal and professional goals. For more information please read ourEEOpolicy.
Reasonable Accommodations are available including but not limited to for disabled veterans individuals with disabilities and individuals withsincerely heldreligious beliefs in all phases of the application and employment process. To requestan accommodationplease emailand we will be happy toassist. All information you provide will be kept confidential and will be used only to the extentto provide needed reasonable accommodations.
Read more aboutworkplacediscriminationrightsor our benefit offerings which are included in theTransparency in (Benefits) CoverageAct.
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 orassistwith responses during interviews (whether in-person or virtual) is notpermitted. This policy is in place tomaintainthe integrity and authenticity of the interview process.
However we understand that some candidates may require accommodationthat involves the use of AI. Ifsuch anaccommodation is needed candidates are instructed to contact us in advance at. Weare dedicated to providingthe 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:
$50135.00 - $85229.00Reston VA (VA30)Required Experience:
IC
Employment Type
Full-Time
