ICF is seeking a senior-level meeting planner to join our Health Science Practice. This group of 130+ professionals provide a wide range of support to a variety of clients, including the National Institute of Environmental Health Sciences (NIEHS) and the Environmental Protection Agency (EPA). As a senior-level meeting planner, you will manage and support technical scientific meetings, workshops, and conferences that aim to develop strategies, promote scientific exchange, and engage in communications with stakeholders. You will have the opportunity to identify and apply industry best practices and interact with experts and clients in the field, while using logistics knowledge and consulting skills. Additionally, you will lead the development of innovative, accurate, timely, and high-quality products and services, working on multiple projects with all levels of staff.
This position offers an opportunity to learn about cutting-edge research and tools in the fields of toxicology, epidemiology, chemistry, hazard assessment, risk assessment, exposure assessment, and environmental modeling. Our support to clients specializes in identifying and quantifying the effects of environmental pollutants on human health and the environment.
This position can be remote, but preference will be given to qualified candidates located in Reston, VA or Durham, NC.
Key Responsibilities:
- Planning and implementing large and small meetings with federal and non-federal participants at government sites, hotels, and other non-government sites
- Planning and implementing virtual meetings and webinars (often using Zoom and Microsoft Teams).
- Consulting daily with clients to determine meeting and conference objectives and requirements, including listening to their needs, priorities, and preferences and using that information to proactively determine and inform work products and next steps.
- Being responsible for meeting quality and ensuring objectives achieved successfully, including:
- Assigning project staffing and defining responsibilities
- Ensuring technical approach is developed.
- Ensuring the right work gets done on time and within budget to achieve project objectives.
- Providing feedback, training, mentoring, and review of work products.
- Serving as primary point of contact with the client.
- Determining and leading meeting preparation activities.
- Developing on-target meeting materials, including invitations, agendas, participant guides, and run of shows, and ensuring their quality.
- Managing speakers and advisory committees (e.g., creating/sharing speaker resources, organizing outreach and nomination processes).
- Managing domestic and international travel for meeting participants (including lodging).
- Managing all aspects of registration: online registration, data entry, badge production, written communications, accurate registration and reconciliation reporting, and responsive communication with attendees, prior to, during, and after the meeting.
- Overseeing financial administration of meetings, including creating work plans and budgets based on client needs, forecasting project resources, constructing project timelines, receiving and distributing correspondence, maintaining files, tracking invoices for payment, and tracking the billing process.
- Managing the procurement of audio-visual equipment, hotel room blocks, transportation, food and beverage, and other event needs, including learning, understanding, applying, and being able to communicate ICF procurement and purchasing processes.
- Inspecting event facilities and leading walk throughs before events to ensure that they conform to client requirements.
- Negotiating and reviewing contracts for venues (e.g., hotels, other non-federal meeting facilities) and vendors (e.g., audio-visual, food and beverage).
- Conducting post-event evaluations and/or client debriefs to determine how future events could be improved.
- Keeping abreast and implementing meeting management innovation and trends
- Understanding and applying federal requirements.
Basic Qualifications:
- Bachelor’s Degree and 5+ years of conference planning/logistics support and staff management, including negotiation and review of contracts for venues and vendors.
- This experience (5+ years) must include some or all the following:
- Experience in a client-facing role, demonstrating expertise and confidence with client communication and proactive problem solving.
- Ability to create work plans and budgets based on client needs, forecast project resources, construct project timelines, and run of shows.
- Experience developing and using web-based registration systems (e.g., EventBrite, Zoom Registration).
- Experience executing meetings through virtual platforms, including troubleshooting (e.g., Zoom Meeting, Zoom Webinar, Zoom Events, Microsoft Teams).
- Expertise with venue/hotel evaluation and contract review.
- Expertise with the Federal Acquisition Regulations (FAR) with respect to implementing U.S. Government-sponsored meetings.
- Experience implementing technical meetings in environmental sciences, toxicology, public health, or related fields.
- Experience training and mentoring other staff in the skills and responsibilities outlined.
- Willingness to travel, if needed (minimal travel is possible).
Preferred Skills/Experience:
- Involvement with a meeting planner association, such as CGMP, SGMP, or MPI.
- Advanced experience with Microsoft Office products (i.e., Word, PowerPoint, Outlook, and Excel).
- Experience with platforms such as Zoom and Microsoft Teams for hosting large meetings, webinars, and other events attended by more than 100 participants.
Please submit a cover letter along with your resume.
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 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, 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 icfcareercenter@icf.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 workplace discrimination rights, the Pay Transparency Statement, or our benefit offerings which are included in the Transparency in (Benefits) Coverage Act.
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 is:
$65,416.00 - $111,207.00
N Carolina Remote Office (NC99)
