Meeting and Events Associate

$59,837 - $101,722/Yr

ICF International - Reston, VA

Full-time - Mid Level

Reston, VA

5,001-10,000 employees

Administrative and Support Services

About the position

The Meetings and Events Coordinator role at ICF involves providing comprehensive support for various meetings and events, ranging from small gatherings to large conferences with up to 2500 participants. This position is responsible for sourcing venues, negotiating contracts, and coordinating logistics to ensure successful event execution, while collaborating with internal teams and external vendors.

Responsibilities

• Conduct sourcing research for meetings and events, including RFPs and venue selection.
• Negotiate and secure hotel and venue meeting spaces, guest room blocks, and AV services.
• Assist in event planning, including budget development, vendor contracting, and food and beverage coordination.
• Collaborate with project teams to design and execute in-person, hybrid, and virtual events.
• Act as a liaison between clients, venues, and suppliers during the sourcing process.
• Communicate workflow processes to clients to ensure successful event outcomes.
• Review and manage banquet event orders (BEOs) to meet event needs.
• Provide guidance on travel arrangements in coordination with the Travel Team.
• Promote awareness of Meetings & Events services among internal customers.
• Oversee review and reconciliation of event-related costs and expenses.
• Work with Preferred Provider National Sales Officers to meet business objectives.
• Contribute to RFP, RFQ, and RFI efforts using ICF's technology and tools.
• Build and maintain relationships with clients, hotels, and suppliers.
• Coordinate with procurement on purchase requisitions for meetings and events.
• Assist with organizing annual ICF holiday parties as needed.
• Maintain records and documents using SharePoint.
• Reconcile and track corporate credit card expenses for the meetings and events team.
• Support Travel Team projects as needed.
• Collect and analyze event-related data and create reports for internal teams.

Requirements

• 3+ years of experience in sourcing for meetings and events.
• 2+ years of hands-on proficiency with Excel.

Nice-to-haves

• Certified Meeting Professional (CMP) certification.
• Proficiency with Microsoft Office applications including Word, Outlook, Excel, PowerPoint, and SharePoint.
• Strong time management skills with the ability to prioritize and multi-task under time-sensitive conditions.
• Excellent project management skills with the ability to manage multiple tasks simultaneously.
• Strong organizational and problem-solving skills.
• Excellent verbal and written communication skills.
• Strong interpersonal and customer service abilities.
• A collaborative mindset with a solution-focused approach.

Benefits

• Health insurance
• Dental insurance
• Vision insurance
• 401k plan
• Paid holidays
• Paid time off (PTO)
• Flexible scheduling
• Professional development opportunities
• Employee discount programs