Meetings and Events Coordinator

Meetings and Events Coordinator

Requirements

• At least a bachelor’s degree or equivalent years of experience with direct experience with professional communications, administrative tasks, customer service, and or event coordination support.

Responsibilities

• Research, source requests for proposals (RFPs), negotiate, and secure hotel and venue meeting spaces, guest room blocks, AV, and other meeting services both domestically and internationally.
• Support event planning, including site selection, budget development, vendor contracting, event shuttles, food and beverage, and audio-visual services.
• Consult with project teams and other internal clients to conceptualize and design events based on their needs in all execution formats: in-person, hybrid, and virtual.
• Serve as a liaison between clients, venues and suppliers as sourcing activities are taking place.
• Communicate workflow processes and procedures with clients to ensure the success of the Meetings and Events team.
• Collaborate on the negotiation and management of contracts to meet the standards of ICF and ICF clients.
• Review, negotiate and manage banquet event orders (BEO) to ensure they reflect meeting and event needs.
• Drive awareness and utilization of the Meeting & Events services and resources among internal ICF customers.
• Oversee review and reconciliation efforts of costs and expenses.
• Collaborate and partner with internal stakeholders to achieve positive outcomes.
• Continually build and maintain relationships with clients, hotels and suppliers.
• Work closely with the procurement department on purchase requisitions for meetings and events.
• Provide support services for ICF in-house conference centers.
• Assist with organizing and planning annual ICF holiday parties as needed.
• Utilize SharePoint filing system for records, reports, and documents.
• Reconcile and track corporate credit cards held by meetings and events team.
• Provide guidance for travel arrangements through our Travel Team.
• Additional administrative responsibilities as assigned.

Preferred Qualifications

• Effective time management skills and ability to multi-task with a time sensitive approach.
• Strong project management skills with the ability to successfully manage multiple activities and priorities concurrently.
• Analytical, organizational, and problem-solving skills.
• Strong verbal and written communications skills, interpersonal and customer service skills.
• Possess a partnering mindset with a solution-focused approach to managing complex scenarios and various stakeholder groups at various levels.