Note: The job is a remote job and is open to candidates in USA. ICF is hiring a Logistics Analyst to plan and coordinate travel, meeting, and event logistics for federal scientific peer-review panels, workshops, conferences, and program meetings. The role supports project managers and senior logistics analysts, coordinates participant needs and event execution, and maintains logistics and payment records.
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 escalate 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
Skills
- 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
- 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
- All candidates must be authorized to work in the United States
- This position is not eligible for new H-1B visa sponsorship by ICF
- 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
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