Exec Assistant + Project Coordinator

Job Description

Job Description:\n\nExecutive Assistant + Project Coordinator\nLocation: Northern Virginia — Hybrid. Must be on site at corp office in Reston, VA 3 days per week. Not negotiable, if this is a deal breaker do not apply. Employment Type: Full-TimeReports To: Chief Executive OfficerCompensation: Competitive salary commensurate with experience, plus performance bonus and benefits\nAbout pmdigital.ai\npmdigital.ai is a growing government contracting and consulting company that supports mission-focused customers with practical, high-quality services and technology-enabled solutions. We operate in a fast-moving environment where customer service, disciplined execution, sound judgment, and strong communication are essential.\nWe are seeking a highly organized, proactive, and trusted Executive Assistant + Project Coordinator to support the Chief Executive Officer and help improve coordination across the company.\nThis is more than a calendar-management role. The successful candidate will protect the CEO’s time, organize information and priorities, prepare executive-ready materials, coordinate high-value meetings and communications, track CEO-directed projects, and ensure that commitments made by the leadership team are followed through to completion.\nPosition Summary\nThe Executive Assistant + Project Coordinator serves as a key member of the CEO Office and a central coordination point for pmdigital’s leadership team.\nThe position combines high-level executive support with practical project coordination. The individual will manage the flow of information to and from the CEO; maintain a disciplined calendar and meeting cadence; prepare briefings, agendas, communications, and follow-up materials; and support the execution of priority corporate initiatives.\nThe ideal candidate is exceptionally organized, calm under pressure, technology fluent, an excellent writer, discreet with sensitive information, and comfortable working independently. They must be able to distinguish between urgent and important matters, anticipate needs before they become problems, and respectfully follow up with leaders and staff to keep commitments moving.\nExperience supporting executives in government contracting, consulting, professional services, technology, or another fast-paced client-services environment is strongly preferred.\nKey Responsibilities\nExecutive support\n\nManage and protect the CEO’s calendar, including prioritizing meeting requests, resolving scheduling conflicts, confirming attendance, preparing agendas, and ensuring adequate preparation time for important decisions and customer engagements.\nTriage and organize incoming CEO requests, emails, meeting invitations, and documents; identify urgent issues; route matters to the appropriate person; and bring only necessary decisions or escalations to the CEO.\nPrepare a daily and weekly CEO briefing package that identifies critical meetings, decisions, priorities, deadlines, customer interactions, risks, and required follow-up.\nDraft and prepare correspondence, meeting notes, internal communications, presentations, briefing papers, reports, talking points, and other executive materials.\nMaintain secure, organized records for executive correspondence, strategic documents, agreements, meeting materials, decisions, and action items.\nCoordinate travel, customer visits, conferences, events, expense reporting, meeting logistics, and other CEO-related administrative requirements.\nManage sensitive and confidential information with sound judgment, discretion, and professionalism.\nServe as a professional point of contact for employees, customers, partners, subcontractors, candidates, and other stakeholders interacting with the CEO’s office.\n\nMeeting and communication management\n\nPlan and coordinate executive leadership meetings, business reviews, strategic-planning sessions, customer meetings, candidate interviews, partner meetings, and company events.\nDevelop meeting agendas in collaboration with the CEO and appropriate leaders.\nCollect, organize, quality-check, and distribute pre-read materials sufficiently in advance of meetings.\nAttend designated meetings; capture decisions, action items, owners, due dates, risks, dependencies, and follow-up requirements.\nPublish concise meeting summaries and action registers within one business day, unless otherwise directed.\nTrack action items and follow up with responsible parties to support timely completion.\nMaintain a centralized decision log and executive action tracker for CEO-led priorities and leadership-team commitments.\nSupport consistent internal communication by drafting announcements, reminders, status updates, and leadership messages.\n\nProject coordination\n\nCoordinate CEO-directed strategic projects and special initiatives, including project setup, work plans, milestones, meeting cadence, stakeholder coordination, status reporting, and action tracking.\nMaintain project charters, schedules, task lists, RAID logs, decision records, and status reports for assigned initiatives.\nHelp ensure projects have clear objectives, owners, success measures, deadlines, dependencies, and escalation paths.\nFacilitate project check-ins; identify overdue actions, dependencies, risks, and resource constraints; and escalate material issues with relevant background and recommended next steps.\nCoordinate work across business development, proposal/capture, operations, finance, contracts, delivery, recruiting, and technical teams.\nSupport the preparation of executive dashboards, scorecards, reports, and status updates using information from functional leaders.\nAssist with documenting and improving recurring business processes, templates, checklists, and internal workflows.\nSupport planning and logistics for key growth activities, including proposal milestones, customer meetings, teaming discussions, recruiting events, strategic planning, and company operating reviews.\n\nOrganizational support\n\nHelp maintain a reliable weekly leadership cadence, including agendas, pre-reads, action tracking, meeting notes, and follow-up.\nSupport the management of key company planning documents, including annual priorities, quarterly objectives, strategic-initiative trackers, organizational calendars, and leadership action plans.\nAssist in collecting information needed for leadership reporting, including pipeline updates, proposal status, project status, staffing needs, hiring activity, financial inputs, customer issues, and organizational risks.\nCreate and maintain usable templates for meeting agendas, action trackers, project plans, decision briefs, executive updates, status reports, and standard correspondence.\nIdentify recurring administrative bottlenecks and recommend practical improvements through better workflows, automation, documentation, or delegation.\nSupport onboarding coordination for senior hires, including interview scheduling, offer-process logistics, onboarding checklists, and first-week executive meetings.\n\nRequired Qualifications\n\nBachelor’s degree or equivalent combination of education, training, and relevant professional experience.\n4–8 years of experience providing executive support, project coordination, business operations support, office management, program coordination, or comparable administrative/operational support.\nDemonstrated experience supporting senior executives, business owners, department leaders, program leaders, or client-facing teams.\nExceptional calendar, meeting, task, deadline, and priority-management skills.\nExcellent written communication skills, including the ability to create concise, polished, professional emails, meeting summaries, presentations, and executive-ready documents.\nStrong verbal communication and stakeholder-management skills.\nDemonstrated ability to handle confidential and sensitive business, personnel, customer, financial, and strategic information appropriately.\nStrong attention to detail, follow-through, organization, and quality control.\nAbility to work independently, anticipate needs, make sound day-to-day judgments, and know when to seek direction or escalate.\nProficiency with Microsoft 365, including Outlook, Teams, Word, Excel, PowerPoint, SharePoint, and OneDrive.\nExperience using collaboration, task-management, CRM, project-management, or workflow tools such as Microsoft Planner, Asana, Monday.com, Smartsheet, Jira, HubSpot, Salesforce, or comparable platforms.\nEligibility to work in the United States.\n\nPreferred Qualifications\n\nExperience supporting a CEO, president, COO, founder, executive office, or leadership team.\nExperience in government contracting, management consulting, professional services, technology services, defense, federal programs, or another regulated/client-services environment.\nExperience coordinating projects, proposals, business-development activities, customer engagements, executive initiatives, or company operating reviews.\nFamiliarity with government-contracting terminology and business processes, including proposals, capture, contracts, task orders, staffing, teaming partners, subcontractors, compliance, and delivery operations.\nExperience preparing executive dashboards, briefing books, board materials, leadership reports, or company performance updates.\nExperience handling customer meeting logistics, conference planning, travel, event coordination, or executive communications.\nExperience improving workflows through templates, automation, knowledge management, or AI-enabled productivity tools.\nCAPM, PMP, Certified Administrative Professional, Lean Six Sigma, or comparable project-management/administrative credential.\n\nCore Competencies\nThe successful candidate will demonstrate:\n\nExecutive judgment: Knows what requires immediate CEO attention, what can be handled independently, and what should be routed to another leader.\nAnticipation: Identifies upcoming needs, risks, scheduling conflicts, missing inputs, and decision points before they become urgent.\nOwnership: Follows tasks through completion, rather than simply forwarding issues or recording notes.\nProfessional discretion: Treats sensitive personnel, financial, customer, and strategic information with care.\nClear communication: Produces concise, accurate, polished written materials and communicates respectfully with all stakeholders.\nOrganization: Maintains reliable systems for files, calendars, meeting materials, action items, deadlines, and project information.\nExecution discipline: Keeps commitments visible, follows up constructively, and ensures important actions do not disappear after meetings.\nAdaptability: Handles changing priorities, urgent customer needs, shifting schedules, and incomplete information without losing control of core responsibilities.\nTechnology fluency: Uses Microsoft 365, collaboration platforms, project-management tools, and automation/AI tools to improve efficiency and quality.\n\nFirst 90 Days\nWithin the first 30 days, the Executive Assistant + Project Coordinator will be expected to:\n\nDevelop a strong understanding of pmdigital’s leadership structure, services, customers, priorities, recurring meetings, communication practices, and major business rhythms.\nEstablish a reliable CEO calendar-management, meeting-preparation, and email/request-triage process.\nImplement a centralized CEO action tracker and meeting decision/action log.\nBegin producing daily or weekly CEO priority briefs and preparing pre-reads for key meetings.\nOrganize core CEO Office files, templates, recurring reports, and meeting materials.\nIdentify immediate opportunities to reduce scheduling friction, repetitive administrative tasks, incomplete meeting preparation, and missed follow-up.\n\nWithin 60–90 days, the successful candidate will be expected to:\n\nConsistently ensure that major CEO and leadership meetings have agendas, relevant pre-reads, documented decisions, assigned owners, and tracked follow-up.\nImprove the timeliness and quality of executive communications, meeting materials, and action-item closure.\nCoordinate assigned CEO-directed projects using documented project plans, milestones, owner assignments, and status reporting.\nEstablish repeatable templates and processes for executive briefings, meeting notes, action tracking, decision documentation, and project status updates.\nReduce the CEO’s time spent on routine scheduling, logistics, meeting preparation, document management, and internal follow-up.\nBecome a trusted, responsive, and professional interface between the CEO’s office and internal/external stakeholders.\n\nPerformance Measures\nPerformance will be evaluated based on factors such as:\n\nCalendar accuracy, scheduling quality, and effective protection of CEO focus time.\nTimeliness and quality of agendas, pre-reads, meeting notes, briefing materials, and correspondence.\nPercentage of leadership and CEO-directed action items tracked, assigned, and closed by agreed deadlines.\nReliability of project coordination, milestone tracking, issue escalation, and status reporting.\nQuality of written communications, executive materials, and document control.\nResponsiveness, judgment, professionalism, confidentiality, and stakeholder feedback.\nMeasurable reduction in CEO time spent on routine coordination, administrative work, meeting logistics, and follow-up.\nAdoption and effectiveness of templates, workflows, tools, and process improvements that increase organizational efficiency.\n\nCompensation and Benefits\nThe compensation range for this position will be based on qualifications, prior executive-support and project-coordination experience, government-contracting experience, and the final scope of responsibility.\nThe role is eligible for a performance bonus based on individual performance, quality of execution, reliability of executive support, project outcomes, and company performance. pmdigital offers a competitive benefits package and professional-development opportunities.\nWhy Join pmdigital\nThis position offers the opportunity to work directly with the CEO and make an immediate, visible impact on a growing government contracting and consulting organization. You will have exposure to corporate strategy, business development, proposals, finance, operations, project delivery, recruiting, customer relationships, and organizational growth.\nThe right candidate will build a strong foundation in executive operations and have an opportunity to grow into expanded responsibilities, such as Executive Operations Manager, Chief of Staff, PMO Manager, Business Operations Manager, or similar leadership roles as pmdigital grows.\nEqual Employment Opportunity\npmdigital is an equal opportunity employer. We are committed to creating an inclusive workplace and making employment decisions without regard to race, color, religion, sex, gender identity or expression, sexual orientation, national origin, age, disability, veteran status, genetic information, or any other status protected by applicable law.