International Projects Coordinator

Description

ICF Next is especially recognized for its work with European institutions and international organizations, designing and running fully integrated communication campaigns, as well as tailored services like media relations, event organization, audiovisual production, and digital engagement.

Our mission is to move audiences from passive engagement to long-term brand loyalty, advocacy, and shared identity. We help clients navigate complex, business-defining milestones and create lasting connections with citizens, stakeholders, and communities.

The International Projects Coordinator is responsible for planning and executing media trips, press trips, influencer experiences and events around the world. This role ensures seamless logistics, compliance, and security while delivering impactful experiences aligned with client objectives. The ideal candidate is highly proactive, resourceful, and resilient under stress, able to act quickly to unblock situations, pick up the phone, and make things happen, even under tight timelines and various time zones. In addition, the role involves effective client and contract management, ensuring clear communication with clients and adherence to contractual agreements throughout each project.

Key Responsibilities:

Trip Planning & Coordination:

Design and manage itineraries for media, press, and influencer trips.

Coordinate all logistics: flights, accommodations, ground transport, and on-site activities according to the planning provided by the client.

Compliance & Documentation

Handle visa applications, travel permits, and accreditations for participants.

Ensure compliance with local regulations and organisational policies.

Security & Risk Management

Implement security protocols for travellers and staff.

Liaise with local authorities and security providers for on-ground safety.

Stakeholder Management

Act as the main point of contact for participants, local providers, and internal teams.

Communicate updates promptly and resolve issues in real time.

Proactive Problem-Solving

React quickly to challenges, pick up the phone, and ensure solutions are implemented.

Unblock situations and secure last-minute arrangements when needed.

Budget & Vendor Oversight

Prepare and manage trip budgets, ensuring cost control.

Source and negotiate with travel agencies, hotels, and service providers.

Oversee local providers, ensures briefing, quality control and act as escalation point

Execution

Supervise trip operations, troubleshoot issues, and guarantee smooth delivery.

Post-Trip Reporting

Collect feedback, analyse outcomes, and prepare performance reports.

Client Management

Act as the main point of contact for the client, providing regular updates and addressing concerns promptly.

Build and maintain strong relationships with clients, ensuring their needs and expectations are met throughout the project.

#indeed

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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 [email protected]. We are dedicated to providing the necessary support to ensure that all candidates have an equal opportunity to succeed.

Madrid, Spain (ES01)