Associate Event Planner and Program Assistant

Working at ICF

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ICF is seeking an entry level, self-motivated, detail-oriented candidate who will play a significant role in the implementation of high-profile annual events for federal energy efficiency programs.  In addition, the candidate will support important program administration and assurance initiatives to facilitate stakeholder engagement, build brand integrity, and assure efficient implementation of an important federal public private partnership.    

Key Responsibilities:

EVENT PLANNING (50-60%)

• Provide substantive logistical planning support on two high-profile stakeholder annual events for ICFs federal client
• Establish and manage project schedules and adhere to task deadlines
• Create the necessary run of show documents and all other key logistical procedural documents
• Participate and lead weekly planning meetings with client, including preparing the agenda and sending post-meeting notes
• Manage and update multiple spreadsheets\/lists
• Update and maintains conference website and sends mass communications pertaining to the event\/conference  
• Maintain the meeting inboxes and log questions and in a spreadsheet
• Act as a liaison with the graphics department to ensure the timely development of meeting materials
• Oversee the expo logistics associated with one of the events
• Manage the online registration platform and run registration reports
• Coordination with external third-party vendors
• Coordinating with multiple clients on updates, tasks, etc.
• Coordinating with day-of support staff on name badge stuffing, staffing plan, day-of roles and other related responsibilities
• Finalize any post-meeting close-out tasks
• Prepare deliverables such as the monthly reports and ensure contract requirements are met within the budget available
• Respond to client and industry stakeholder questions and requests

  PROGRAM DELIVERY (40 – 50%)

  • Collaborate with government clients to facilitate successful and efficient program implementation
  • Support industry stakeholders such as product manufacturers and certification bodies, responding to their questions and educating them on program requirements
  • Manage program data contained in databases, websites, and other lists
  • Communicate with internal subject matter experts via written materials and meetings to promote knowledge sharing, consistency of approach, and cross-collaboration
  • Conduct preliminary review and analysis of laboratory test reports and data sheets against product specifications to evaluate energy efficiency and fitness for program recognition.
  • Analyze and make recommendations about requests for program recognition, including reviewing laboratory scopes of accreditation against program requirements
  • Create clear, compelling messaging to communicate with a wide variety of audiences about program initiatives, data trends, or implementations progress
  • Identify and implement creative opportunities to streamline administrative processes
  • Contribute suggestions for data gathering mechanisms, to inform program integrity and direction
  • Establish and contribute to task schedules to ensure contract deliverable requirements are met on time and within budget

     Qualifications

    Basic Qualifications:

    • Bachelor’s degree from a four year college or university in a relevant area of study
    • Logistical event planning know-how to successfully support the execution of conferences and events
    • Demonstrated track record of successful task or project management
    • 1-2 years of direct event planning experience
    • Excellent organizational skills and the ability to handle multiple tasks and shifting priorities
    • Attention to detail is a must
    • Should be a proactive self-starter with the ability to work independently as well as a team. Need strong ability to set priorities, solve problems, and be resourceful under pressure.
    • Experience managing and analyzing data
    • Proficiency in MS Office Applications (Word, PowerPoint, Outlook, Excel)

      Preferred Skills\/Experience:

      • List\/data management experience (updating multiple lists\/spreadsheets with accuracy and speed); strong Excel capabilities
      • Strong QA\/QC abilities
      • Marketing Cloud and Drupal knowledge (or ability\/willingness to learn)
      • Familiarity with Eventbrite back-end management
      • Ability to multitask and manage multiple priorities
      • Exceptional interpersonal skills and comfortable interfacing with high-level clients and responding in a timely and efficient manner
      • Excellent written and oral communication skills
      • Grace under pressure
      • Methodical\/logical thinker with a good ability on grasping bigger picture
      • Math\/quantitative background
      • Experience with programming language (e.g., Python, R)
      • Experience with stakeholder outreach and management
      • Interest in energy efficiency and environmental programs

        Professional Skills:

        • Careful attention to detail and superior quality control
        • Demonstrated customer service orientation and outstanding level of professionalism
        • Excellent problem solving-skills and decision-making capabilities; adept at analyzing situations, identifying existing or potential problems, anticipating potential outcomes, and recommending solutions
        • Excellent verbal and interpersonal skills
        • Exceptional research and writing skills, including editing and proofreading
        • Team player with the ability to work in a fast-paced environment with shifting priorities
        • Sound business ethics, including the protection of proprietary and confidential information
        • Ability to work with all levels of internal staff, as well as outside clients and vendors
        • Ability to apply detailed knowledge of organizational procedures to make independent decisions and serve as a credible resource for a senior management team

          ICF offers an excellent benefits package, an award winning talent development program, and fosters a highly skilled, energized and empowered workforce.

          ICF is an Equal Opportunity and Affirmative Action Employer - M\/F\/D\/V

          For a listing of other career opportunities at ICF, please visit our Career Center at www.icfi.com\/careers\/

          Reasonable Accommodations are available for disabled veterans and applicants with disabilities in all phases of the application and employment process. To request an accommodation please email [email protected] and 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 about non-discrimination: EEO is the law and Pay Transparency Statement.

          Washington, DC (DC02)