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Senior Logistics Specialist

ICF
Reston, USA
Full-time
Senior · 10+ years experience
Onsite
Discovered 2 weeks ago

Full Job Posting

Key Responsibilities

  • Determine requirements and develop detailed logistics plans, schedules, checklists, and operating procedures for peer-review panels, workshops, and program meetings, including large-group events.
  • Coordinate site selection and event readiness, including meeting rooms, accessibility needs, audiovisual services, collaboration tools, catering, and other required resources.
  • Arrange participant transportation and ticketing and coordinate lodging and related travel support in accordance with program procedures.
  • Coordinate per diem provisioning, panelist and reviewer honoraria, and participant reimbursements while protecting sensitive personal and financial information.
  • Serve as a primary logistics point of contact for panelists, reviewers, government stakeholders, vendors, and project team members before, during, and after events.
  • Provide on-site or virtual event support, monitor execution, respond to participant needs, and escalate risks that may affect schedule, quality, cost, or the reviewer experience.
  • Resolve unusual or challenging transportation, travel, venue, technology, accessibility, and meeting-logistics problems and develop appropriate contingency plans.
  • Coordinate vendor activities and confirm that facilities, services, and deliverables meet event requirements and established quality standards.
  • Maintain accurate participant rosters, travel records, schedules, trackers, status reports, action items, and required event documentation.
  • Collaborate with project managers, solicitation specialists, support scientists, technical teams, and government stakeholders to keep concurrent review activities on schedule.
  • Maintain the confidentiality and integrity of proposal, reviewer, participant, financial, personally identifiable, and pre-decisional information.

Basic Qualifications

  • At least 10 years of professional experience supporting meeting and conference planning;
  • High school diploma or GED OR
  • College degree and at least 5 years of professional experience supporting meeting and conference planning.
  • Willingness and ability to travel domestically and provide on-site support for peer-review panels, workshops, and program meetings 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 planning and organizational skills, with the ability to manage detailed logistics across concurrent events and firm deadlines.
  • Demonstrated ability to coordinate participant travel, transportation, ticketing, lodging, venues, per diem, honoraria, or reimbursements for meetings, conferences, panels, or workshops.
  • Strong customer-service and interpersonal skills when serving as a participant point of contact during live in-person, virtual, or hybrid events.
  • Sound judgment and calm problem-solving when travel, venue, technology, accessibility, participant, or schedule issues arise.
  • Clear and professional written and verbal communication with reviewers, panelists, government stakeholders, vendors, and delivery teams.
  • Strong attention to detail and discretion when maintaining participant records, travel documentation, financial information, schedules, and event files.

Preferred Skills and Experience

  • Experience supporting scientific or technical peer-review panels, merit-review activities, grant programs, or research-community events.
  • Experience coordinating high-volume reviewer or panelist travel and payments for multiple concurrent events.
  • Experience applying federal travel requirements to transportation, lodging, per diem, honoraria, or reimbursement activities.
  • Experience using event-management platforms, virtual meeting tools, travel systems, or client-specific peer-review and grants-management systems.
  • Experience resolving complex domestic travel, venue, accessibility, or hybrid-event issues; a relevant meeting or event-planning credential is a plus.
  • Please note this role is contingent.
  • #Indeed
  • 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 [email protected] 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.
  • 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 [email protected] 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 [email protected]. 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:
  • $74,090.00 - $125,954.00
  • Nationwide Remote Office (US99)

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