Logistics Analyst

ICF; Reston (VA); On-site; USD 90,000 - 152,000; Full time

Job summary

ICF, a mission-driven consultancy, seeks a Logistics Analyst to plan and coordinate travel, meetings, and events for federal scientific peer-review panels and workshops in the Washington, DC metropolitan area.

You will support site selection, participant communications, transportation, lodging, per diem, reimbursements, and on-site/virtual execution, working with project managers and government stakeholders to keep activities on schedule.

Qualifications

• 5+ years of meeting/conference planning and support experience required or a college degree with 1+ year experience.
• Ability to travel domestically and provide on-site event support when needed.
• Must pass a federal background investigation and obtain PIV credential.

Responsibilities

• Determine and document logistical requirements for peer-review panels and program meetings.
• Develop event plans, schedules, checklists, and participant-support procedures.
• Coordinate venues, virtual platforms, lodging, per diem, and travel arrangements.
• Prepare itineraries and travel documents for participants; manage reimbursements.

Skills

Meeting planning experience

Organizational skills

Time-management

Customer service

Education

High school diploma or GED

College degree (preferred)

Tools

Microsoft Office / 365

Job description

ICF is a mission-driven company filled with people who care deeply about improving the lives of others and making the world a better place. Our core values include Embracing Difference; we seek candidates who are passionate about building a culture that encourages, embraces, and hires dimensions of difference.

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. This role supports project managers and senior logistics analysts and serves as a participant-facing point of contact before, during, and after events. The position focuses on meeting and participant logistics, not materiel or supply-chain movement, and is contingent upon contract award.

The Work

In this role, you will determine and coordinate logistical requirements for small- to moderate-size in-person, virtual, and hybrid peer-review meetings and other program events. You will support site selection, participant communications, transportation and ticketing, lodging, per diem, honoraria, reimbursements, meeting materials, and on-site or virtual event execution. You will maintain accurate records, respond to participant needs, and work with senior logistics staff, project managers, and government stakeholders to keep activities on schedule.

Job Location and Client Requirements

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. The position may require domestic travel and on-site support for peer-review panels, workshops, and program meetings. No classified security clearance is required.

Key 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 escalating 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.

Basic Qualifications

• High school diploma or GED and 5 years of meeting and conference planning and support experience; OR
• 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.

Professional Skills

• 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, with a strong customer-service orientation when working with reviewers, panelists, travelers, vendors, government stakeholders, and delivery teams.
• 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.

Preferred Skills and Experience

• 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.

***Please note this role is contingent

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.

Work Authorization and Sponsorship

All candidates must be authorized to work in the United States. This position is not eligible for new H-1B visa sponsorship by ICF. Candidates who currently hold valid work authorization may be considered for a change of employer petition, subject to company policy and applicable immigration requirements.

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 [e-mail] 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.

Candidate AI Usage Policy

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 [e-mail]. 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:

$89,649.00 - $152,404.00

Nationwide Remote Office (US99)