Senior Logistics Specialist

ICF • Reston, VA

1d • Hybrid

About The Position

ICF is seeking an experienced Senior Logistics Analyst to deliver meeting, travel, and participant logistics for federal scientific peer-review panels, workshops, and program meetings. This role serves as a primary operational point of contact for reviewers, panelists, government stakeholders, vendors, and project teams. The position is focused on event and participant logistics, not materiel or supply-chain movement, and is contingent upon contract award. You will create organized, accessible, and professional review environments so that scientific and technical experts and federal program officials can focus on rigorous and timely proposal reviews. In this role, you will determine requirements and deliver end-to-end logistics for complex peer-review events, including activities involving large groups. You will coordinate sites, transportation, ticketing, lodging, participant payments, meeting access, and on-site support while anticipating risks and resolving unusual travel or event challenges. You will collaborate with project managers and other stakeholders to keep participants informed and assigned events ready, responsive, and on schedule.

Requirements

• At least 10 years of professional experience supporting meeting and conference planning; 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.
• 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.

Nice To Haves

• 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.

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.

Benefits

• 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 to provide needed reasonable accommodations. Read more about workplace discrimination righ t s or our benefit offerings which are included in the Transparency in (Benefits) Coverage Act.

What This Job Offers

• Job Type: Full-time
• Career Level: Senior
• Education Level: High school or GED