Event Coordinator

ICF is a global advisory and technology services company known for combining deep expertise with advanced technology to help clients address their most complex challenges, navigate change, and shape the future. Unlike typical consulting firms, ICF stands out for its commitment to innovation, collaboration, and inclusion, supporting a diverse range of federal, state, and commercial clients worldwide. Headquartered in Virginia and operating globally, ICF has established a reputation for delivering impactful solutions in sectors such as energy, health, environment, education, and defense. The company fosters a dynamic workplace where employees are empowered to share their skills, work collaboratively, and pursue professional growth. ICF is an equal opportunity employer that values diversity and offers reasonable accommodations throughout the hiring process, ensuring all candidates have an equal chance to succeed.

The Event Coordinator position at ICF is a specialized role supporting a federal research and innovation agency based in Alexandria, Virginia. This is a full-time role that requires physical presence in the client office five days a week, with additional travel nationwide to support major events. The salary range for this role is $46,004 to $78,207 annually, depending on experience and qualifications. The ideal candidate will be an experienced event professional who excels in managing and executing high-profile, complex events across multiple formats including in-person, hybrid, and virtual environments.

In this role, you will be responsible for the end-to-end planning, coordination, and logistical execution of internal and external meetings, conferences, outreach events, and large-scale expos. This includes tasks such as venue selection, contract negotiations, signage, catering, shipping, and security arrangements. You will manage several events simultaneously, often needing to respond quickly to last-minute requests while ensuring all timelines, budgets, and deliverables are strictly met. You will also take charge of designing and managing expo-style booth exhibits and activation kits, overseeing their setup, breakdown, storage, and inventory forecasting.

Vendor, venue, and partner coordination will be critical, especially to integrate technology solutions and provide onsite troubleshooting during events. You will prepare briefing materials for leadership and staff to support effective engagement with diverse stakeholders. Key responsibilities also include speaker coordination, handling invitations, gathering bios and materials, organizing rehearsals, and ensuring smooth run-of-show management.

Providing seamless onsite and virtual event support will be essential, adapting strategies to suit different event formats and audiences. Post-event, you will develop surveys, reports, and performance summaries to evaluate engagement metrics and drive continuous improvement in event processes. Professionalism, adaptability, strong organizational skills, and an ability to remain calm and solutions-focused under pressure are essential traits for success.

This role favors candidates with a Bachelor’s degree or equivalent experience and a minimum of three years in event coordination, conference planning, or managing large-scale expos. Experience with government consulting or federal agencies is highly desirable, especially familiarity with RSVP management platforms such as EventBrite, and proficiency in Microsoft Office Suite. Candidates who have managed national expos like SXSW, CES, or major scientific conferences will be well-positioned for success. This position offers a unique opportunity to contribute to impactful federal research initiatives while growing within a forward-looking, supportive company environment.