Meeting & Events Associate

ICF•Reston, VA

22h•$73,770 - $125,408•Hybrid

About The Position

The Meeting and Events Associate provides operational and event management support for ICF’s Meetings & Events program, supporting internal, client-facing, executive, and employee engagement events. This role helps ensure consistent processes, financial stewardship, supplier compliance, sustainability practices, and high-quality customer experience. The administrator serves as the primary point of support for Reston Conference Center operations and assists with enterprise-wide meeting and event activities, including event intake, logistics, catering and supplier coordination, requisitions, purchasing, and process compliance. This hybrid role requires working from the Reston, Virginia office 2–5 days per week, based on business needs, to ensure adequate conference center coverage.

Requirements

Bachelor’s degree or equivalent combination of education and experience.
3+ years of experience supporting meetings, events, hospitality, conference center operations, procurement, supplier coordination, or related administrative functions.
Strong written and verbal communication, organization, customer service, and prioritization skills.
Proficiency with Microsoft Office applications, including Excel, Teams, Outlook, and PowerPoint.
Ability to work independently, manage competing priorities, and lift, carry, or transport up to 30 lbs. of materials as needed.

Nice To Haves

Experience supporting corporate, executive, client-facing, virtual, hybrid, in-person, or large-scale events.
Experience with event management platforms, such as Cvent and virtual meeting platforms such as Teams, Zoom, and Webex.
Knowledge of catering, food service, event logistics, or conference center management.
Experience with procurement, requisition management, invoicing, supplier administration, or external service providers.
Certified Meeting Professional (CMP) coursework or event management training is a plus.

Responsibilities

Source, evaluate, negotiate, and secure venues, hotel room blocks, audiovisual services, transportation, catering, and other meeting-related services for domestic and international events.
Support planning and execution of internal, client-facing, virtual, hybrid, in-person, leadership, employee engagement, and special events.
Consult with project teams and stakeholders to understand objectives and deliver event solutions that meet business and client requirements.
Serve as liaison among internal clients, venues, suppliers, and service providers throughout the event lifecycle.
Support contract negotiations, BEO review, and related documentation to ensure compliance with ICF standards and client requirements.
Promote awareness and use of Meetings & Events services, resources, standards, and best practices across ICF.
Manage event-related administration including event logistics, supplier onboarding & management, and financial management and to ensure compliance with ICF and client requirements.
Provide day-to-day operational support for ICF conference centers, with primary responsibility for the Reston Conference Center.
Coordinate event intake, scheduling, room setups, catering, readiness activities, day-of execution, and other conference center logistics.
Serve as a primary point of contact for conference center hosts and stakeholders.
Support implementation of conference center procedures, service standards, and event planning requirements.
Serve as a trusted partner to internal stakeholders by providing meeting and event planning guidance, coordinating cross-functional support, driving adoption of Meetings & Events standards, managing program reporting and KPIs, and supporting continuous improvement and scalable service delivery across the enterprise.