Meeting & Events Associate

ICF Olson; Reston (VA); Hybrid; USD 74,000 - 125,000; Full time

Job summary

ICF Olson is seeking a Meetings & Events Associate to provide operational and event management support for internal, client-facing, executive, and employee engagement events. The role ensures financial stewardship, supplier compliance, and a high-quality customer experience.

The position serves as the primary support for Reston Conference Center operations, assisting with event intake, logistics, catering, and supplier coordination, with a hybrid work model from Reston, VA based on business

Qualifications

• 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.

Responsibilities

• Provide operational and event management support for meetings and events, including intake, logistics, catering, and supplier coordination.
• Assist with conference center operations, event scheduling, room setups, and day-of event readiness.
• Support contract negotiations, BEO reviews, and documentation to ensure compliance with standards and client requirements.
• Promote awareness and use of Meetings & Events services and best practices across the organization.

Skills

Communication

Organization

Customer service

Prioritization

Independence

Lifting 30 lbs

Education

Bachelor’s degree or equivalent

Tools

Microsoft Office

Excel

Teams

Outlook

PowerPoint

Job description

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.

Meeting Planning & Event Management 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.

Conference Center Operations 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.

Customer & Program Support 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.

Required Qualifications

• 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.

Preferred Qualifications

• 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.

Pay Range

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: $73,770.00 - $125,408.00 Reston, VA (VA30)

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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 ourEEO 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 [e-mail] 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 aboutworkplacediscriminationrights or our benefit offerings which are included in theTransparency in (Benefits) Coverage Act.

About ICF ICF is a global consulting and technology services company with approximately 9,000 employees, but we are not your typical consultants. At ICF, business analysts and policy specialists work together with digital strategists, data scientists and creatives. We combine unmatched industry expertise with cutting-edge engagement capabilities to help organizations solve their most complex challenges. Since 1969, public and private sector clients have worked with ICF to navigate change and shape the future. Learn more at icf.com.