Description

ICF is a leading provider of consulting services and technology solutions to governments and commercial clients in the United Kingdom, Europe and globally.

We are expanding our services, and to promote this growth, we are looking for an Events Specialist to join our team working on the implementation of large European contracts. As an Events Specialist, you will assist with all aspects of event management and provide significant administrative and project support to a range of activities. You will be responsible for coordinating the delivery of events from inception to post-event reporting, dealing with the logistics for face-to-face events and with the technical requirements for online events.  This is a varied role, covering the organisation of face-to-face, virtual and hybrid models of events, as well as supporting Project Managers with contractual, financial, and organisational aspects of a project. This can include setting up online event spaces, coordinating the invitation and registration processes, providing support to event participants, co-technical facilitation for online events, maintenance of administrative systems and files; monitoring of functional mailboxes; administration of online and paper surveys; updates of websites and portals; and coordination with internal and external partners, suppliers, clients and stakeholders.

Main Responsibilities:

Under the direction of Project Managers and the Events Manager, lead the preparation and organisation of a series events.Oversee the invitation and registration processes, closely monitoring deadlines, and providing periodic reports to Project Managers and clients. Organise the facilities and event setup (venue, catering, AV equipment, interpretation etc.), which includes developing relationships with venues and external suppliers, and responding to client requirements.Coordinate the preparation of delegate packs, event online pages, event materials and pre-event information.Provide onsite/online support during an event, which includes organising suppliers, providing reception duties, assisting participants, and proactively handling any last-minute preparations that may arise. For online events, provide technical support to participants, by guiding them through the functionality and assisting with troubleshooting the videoconferencing tools.Administrative tasks, such as accurately updating various databases, trackers, spreadsheets and filing systems.Research and book travel and hotels for internal staff and external parties, including coordinating with travel agencies. Prepare and issue subcontracts, using a standard template.Provide high quality formatting and proof-reading various documents, take notes in internal meetings, and upload information and documents to SharePoint and website pages.Team liaison and collaboration, monitoring functional mailboxes for projects.Administer online and paper-based surveys and evaluation forms, report on outcomes and propose ideas to improve event delivery. Provide other general administrative support, as and when required.

Essential Requirements:

Graduate with a minimum of 3 to 5 years of experience in event organisation.Excellent oral and written English, fluency in another European language an advantage.High level of proficiency in Microsoft applications, particularly Microsoft Outlook, Word, PowerPoint and Excel.Knowledge of Microsoft Teams/CISCO Webex/Zoom Meetings and various functionality.Sound business ethics, including the protection of proprietary and confidential information.Experience in delegating tasks and supervising others an advantage.

Personal Qualities:

Highly developed interpersonal skills, confidence and self-motivation.Strong attention to detail and high level of accuracy.Excellent organisational skills, with a methodical and thorough approach.Ability to multitask and to manage a varied workload to achieve agreed deadlines without compromising quality or standards.Ability to work within multi-cultural, multi-disciplinary teams spread across different countries and time zones.Ability to demonstrate a 'can-do approach', being a problem solver and team player.Ability to work with all levels of internal and external parties, including clients. Ability to travel occasionally to events.Willingness to travel occasionally to events.

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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.

Candidate AI Usage Policy

At ICF, we are committed to ensuring a fair and equitable 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 accommodations that involve the use of AI. If such an accommodation is needed, candidates are instructed to contact us in advance at candidateaccommodation@icf.com. We are dedicated to providing the necessary support to ensure that all candidates have an equal opportunity to succeed. 

 

Brussels, Belgium (BE75)