Logistics Analyst

ICF•Reston, VA

13d

About The Position

ICF is seeking a Logistics Analyst to plan and coordinate travel, meeting, and event logistics for federal scientific peer-review panels, workshops, conferences, and program meetings. The role supports project managers and senior logistics analysts and serves as a participant-facing point of contact before, during, and after events. It focuses on meeting and participant logistics rather than materiel or supply-chain movement, and is contingent upon contract award. The analyst determines and coordinates logistical requirements for small- to moderate-size in-person, virtual, and hybrid events. The work includes supporting site selection; participant communications; transportation and ticketing; lodging; per diem; honoraria; reimbursements; meeting materials; and on-site or virtual event execution. The role maintains accurate records, responds to participant needs, and collaborates with senior logistics staff, project managers, and government stakeholders to keep activities on schedule. Work may be performed at an ICF or other contractor facility, a rented facility, or a client site in the Washington, DC metropolitan area, depending on program needs. Domestic travel and on-site event support may be required. No classified security clearance is required, but the role requires successfully completing a federal background investigation and obtaining and maintaining a Personal Identity Verification credential for required facility and system access.

Requirements

High school diploma or GED and 5 years of meeting and conference planning and support experience; OR a college degree and at least 1 year of meeting and conference planning and support experience.
Willingness and ability to travel domestically, including overnight travel, and provide on-site event support when required.
Must successfully complete a federal background investigation and obtain and maintain a Personal Identity Verification credential for required facility and system access.
Strong organizational and time-management skills, with attention to detail when managing assignments, schedules, participant information, travel documentation, payment records, trackers, and event files.
Clear and professional written and verbal communication and a strong customer-service orientation.
Working knowledge of Microsoft Office or Microsoft 365 tools used to maintain correspondence, spreadsheets, schedules, and status information.
Sound judgment and discretion in resolving routine logistics issues, escalating exceptions, and handling confidential, financial, personally identifiable, or pre-decisional information.
All candidates must be authorized to work in the United States.

Nice To Haves

Experience coordinating participant travel or event logistics, including transportation, ticketing, lodging, meeting facilities, per diem, honoraria, or reimbursements.
Experience supporting scientific or technical peer-review panels, merit-review activities, grant programs, or other federal research and science programs.
Experience with federal travel procedures, event-management platforms, virtual meeting tools, or peer-review and grants-management systems.
Experience supporting multiple meetings or events with overlapping schedules and deadlines.

Responsibilities

Determine and document logistical requirements for assigned small- to moderate-size scientific peer-review panels, workshops, conferences, and program meetings.
Develop and carry out event plans, schedules, checklists, meeting-material processes, and participant-support procedures under the direction of project managers and senior logistics analysts.
Support site selection and coordinate meeting facilities, room configurations, virtual platforms, audiovisual services, accessibility needs, lodging, and other event resources.
Arrange participant transportation and ticketing and provide travelers with accurate itineraries, schedules, instructions, and other logistical information.
Coordinate per diem provisioning, panelist and reviewer honoraria, and participant reimbursements in accordance with established procedures.
Serve as a primary logistics point of contact for reviewers, panelists, speakers, vendors, project team members, and other participants before, during, and after events.
Provide on-site or virtual event support, respond to participant questions, resolve routine logistics issues, monitor schedule and cost risks, and promptly escalate unusual or challenging requirements.
Maintain accurate participant rosters, itineraries, travel records, payment documentation, schedules, trackers, action items, and event files.
Collaborate with project managers, senior logistics analysts, solicitation specialists, support scientists, technical teams, and government stakeholders across concurrent review activities.
Complete post-event documentation, reconcile logistics and payment records, and support follow-up and closeout activities.