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Meeting & Events Associate
ICF is a mission-driven company filled with people who care deeply about improving the lives of others and making the world a better place. At ICF we are fearless in finding new ways to solve problems, relentless in making sure it pays off for our clients and committed to making a positive change in the world. Join our community of mission-driven creatives, communicators, strategists, and technologists to challenge the status quo.
The ICF Meetings & Events (M&E) team provides full-service strategic event planning that drives business and our mission. The M&E team seeking a Meeting & Events Associate to support internal customers and client programs worldwide. This role will report to the Manager, Meetings & Events you will be based at our Headquarter Office in Fairfax VA.
You will have the opportunity to collaborate with the client and other members of the ICF team, to plan and source in-person and online events of various scope, size, and locations with a fast turn-around time to secure space. This position is responsible for entire projects and processes within the area of event management that also includes procurement and financial reconciliation and budget tracking.
Provides full-cycle management of client meetings of various sizes and complexity
Manages event venue site searches and third-party vendor assisting with RFP distribution and negotiations
Develops and manages overall conference budget relative to event costs to ensure meetings are completed within budget parameters and cost saving are tracked
Develops and manages team management plan for pre-onsite and post-planning activities
Interfaces with external client and internal project team members to produce quality materials and complete timely project/conference-related deliverables within client requirements.
Sources properties by submitting RFPs through the Cvent tool
Manage stakeholders with end user customer service mindset and high level of care
Provide strategic input and recommendations to department as needed
Validates invoices for payment and manages financial reconciliation
Maintain partnering relationships with internal business partners across departments
Provide internal consulting, concept proposal development, site selection via RFP process, vendor negotiation, contract administration (including controlling risks associated with attrition and cancellation), hotel management, air/ground travel, total logistics coordination (menus, setup, decor, audio visual)
Ensures policies and procedure are followed and compliant with Federal Government regulations
Bachelor’s degree required
3+ years of experience as a professional meeting planner or closely related position such as Hotel Conference Services Manager or Special Events Planner
Ability to support events that can range from 10 to 2,500 people, with varying degrees of complexity
Strong organizational and interpersonal skills
Energetic, self-starter and resourceful problem solver
Attention to detail with the ability to work on multiple tasks at once
Project management, time management, multi-tasking, ability to set priorities
Able to manage multiple events/logistics simultaneously in a professional, organized fashion
Customer service oriented with aptitude for going above and beyond to exceed stakeholder expectations
Demonstrate high level of judgment and ability to respond quickly to changing situation
Strong verbal and written communications skills
Team player with collaborative approach for managing complicated scenarios
Self-motivated, self-starting, team driven, and a creative thinker
Ability to handle stressful or difficult situations diplomatically
Knowledge of business and procurement practices
Proficient in Microsoft Office suite including Excel, Word, PowerPoint, and Outlook
Cvent experience preferred
CGMP certified preferred, but not required
Knowledge of SharePoint
Working at ICF
Working at ICF means applying a passion for meaningful work with intellectual rigor to help solve the leading issues of our day. Smart, compassionate, innovative, committed, ICF employees tackle unprecedented challenges to benefit people, businesses, and governments around the globe. We believe in collaboration, mutual respect, open communication, and opportunity for growth. If you’re seeking to make a difference in the world, visit www.icf.com/careers to find your next career. ICF—together for tomorrow.
We can only solve the world's toughest challenges by building an inclusive workplace that allows everyone to thrive. We are an equal opportunity employer, committed to hiring regardless of any protected characteristic, such as race, ethnicity, national origin, color, sex, gender identity/expression, sexual orientation, religion, age, disability status, or military/veteran status. 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 & AA policy.
Reasonable Accommodations are available for disabled veterans and applicants with disabilities in all phases of the application and employment process. To request an accommodation please email email@example.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 non-discrimination: EEO is the law and Pay Transparency Statement.
Fairfax, VA (VA01)