Senior Logistics Specialist

ICF; Reston (VA); Remote; USD 74,000 - 126,000; Full time

Job summary

ICF, a global advisory and technology services provider, seeks an experienced Senior Logistics Analyst to lead end-to-end logistics for federal peer-review panels, workshops, and program meetings. You will manage travel, lodging, per diem, honoraria, and on-site support, coordinating with government stakeholders and vendors.

The role emphasizes confidentiality, meticulous records, and proactive risk management across multiple concurrent events, with domestic travel as needed and potential

Qualifications

• At least 10 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.
• Must successfully complete a federal background investigation and obtain and maintain a Personal Identity Verification credential for required facility and system access.

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 elevate 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.

Skills

Planning & organization

Customer service

Communication skills

Problem solving

Attention to detail

Education

High school diploma or GED

College degree

Tools

Event management platforms

Video conferencing tools

Travel systems

Grants management systems

Job description

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.

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 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.

The Work

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.

Job Location and Client Requirements

Work may be performed at an ICF or other contractor 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 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 elevate 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.

Basic Qualifications

• At least 10 years of professional experience supporting meeting and conference planning;
• High school diploma or GED 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.

Professional Skills

• 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.

Preferred Skills And Experience

• 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.
• 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 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.

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 [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.

$74,090.00 - $125,954.00

Nationwide Remote Office (US99)