Event Coordinator
The Work: ICF is seeking an experienced and highly organized Event Coordinator to support a federal research and innovation agency. In this role, you will provide comprehensive logistical, planning, and project management support for internal and external events, conferences, outreach engagements, and large-scale expos. The ideal candidate thrives in fast-paced environments, can manage multiple high-profile events simultaneously, and demonstrates professionalism, adaptability, and strong coordination skills in both in-person and virtual settings.
Job Location: This position requires you work in person at our client office in Alexandria, Virginia. Willingness and ability to travel as required within the United States.
You will be in the office five days a week with travel required to support national events.
What You Will Do:
- Plan, coordinate, and execute logistics for internal and external meetings, conferences, outreach events, and large-scale expos, including venue selection, contracts, signage, catering, shipping, and security coordination.
- Manage multiple high-profile events simultaneously, including rapid-turnaround requests, ensuring timelines, budgets, and deliverables are met.
- Design, build, deploy, and manage expo-style booth exhibits and activation kits, including setup, breakdown, shipping, storage, and inventory forecasting.
- Coordinate vendors, venues, and partners to oversee exhibit design, technology integration, and onsite troubleshooting.
- Research event requirements and prepare briefing materials to support leadership and staff engagement with diverse stakeholder audiences.
- Manage speaker coordination and RSVP processes, including invitation tracking, collection of bios and materials, rehearsal coordination, and run-of-show documentation.
- Provide onsite and virtual event support, adapting logistics and engagement strategies for in-person, hybrid, and virtual environments.
- Develop post-event surveys, reports, and performance summaries to assess engagement metrics and inform continuous improvement.
What You Will Bring With You:
- Bachelor’s degree or equivalent experience.
- 3+ years of experience in event coordination, conference planning, or large-scale expo management.
What We Would Like You To Bring With You:
- Demonstrated experience managing logistics for high-profile events and exhibitions.
- Experience coordinating vendors, venues, shipping, and event materials.
- Ability to manage multiple priorities in a fast-paced environment with tight deadlines.
- Experience supporting federal agencies or working in a government consulting environment.
- Experience with RSVP management platforms (e.g., EventBrite or similar systems).
- Experience managing a presence at large-scale national expos (e.g., SXSW, CES, scientific conferences).
- Proficiency in Microsoft Office Suite.
- Experience managing exhibit kits and coordinating physical booth builds and activations.
Professional Skills:
- Highly effective analytical, problem-solving, and decision-making capabilities.
- Excellent communication and interpersonal skills to interface effectively with clients, vendors, and stakeholders.
- Strong organizational skills and attention to detail.
- Ability to remain calm and solutions-oriented under pressure.
- Demonstrated professionalism and customer service orientation.
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.
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:
$46,004.00 - $78,207.00Virginia Client Office (VA88)