Exec Assistant + Project Coordinator

Program Management Solutions LLC•Reston, VA

3d•$85,000 - $105,000•Hybrid

About The Position

pmdigital.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. We 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. This 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. The Executive Assistant + Project Coordinator serves as a key member of the CEO Office and a central coordination point for pmdigital’s leadership team. The 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. The 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. Experience supporting executives in government contracting, consulting, professional services, technology, or another fast-paced client-services environment is strongly preferred.

Requirements

Bachelor’s degree or equivalent combination of education, training, and relevant professional experience.
4–8 years of experience providing executive support, project coordination, business operations support, office management, program coordination, or comparable administrative/operational support.
Demonstrated experience supporting senior executives, business owners, department leaders, program leaders, or client-facing teams.
Exceptional calendar, meeting, task, deadline, and priority-management skills.
Excellent written communication skills, including the ability to create concise, polished, professional emails, meeting summaries, presentations, and executive-ready documents.
Strong verbal communication and stakeholder-management skills.
Demonstrated ability to handle confidential and sensitive business, personnel, customer, financial, and strategic information appropriately.
Strong attention to detail, follow-through, organization, and quality control.
Ability to work independently, anticipate needs, make sound day-to-day judgments, and know when to seek direction or escalate.
Proficiency with Microsoft 365, including Outlook, Teams, Word, Excel, PowerPoint, SharePoint, and OneDrive.
Experience using collaboration, task-management, CRM, project-management, or workflow tools such as Microsoft Planner, Asana, Monday.com, Smartsheet, Jira, HubSpot, Salesforce, or comparable platforms.
Eligibility to work in the United States.

Nice To Haves

Experience supporting a CEO, president, COO, founder, executive office, or leadership team.
Experience in government contracting, management consulting, professional services, technology services, defense, federal programs, or another regulated/client-services environment.
Experience coordinating projects, proposals, business-development activities, customer engagements, executive initiatives, or company operating reviews.
Familiarity with government-contracting terminology and business processes, including proposals, capture, contracts, task orders, staffing, teaming partners, subcontractors, compliance, and delivery operations.
Experience preparing executive dashboards, briefing books, board materials, leadership reports, or company performance updates.
Experience handling customer meeting logistics, conference planning, travel, event coordination, or executive communications.
Experience improving workflows through templates, automation, knowledge management, or AI-enabled productivity tools.
CAPM, PMP, Certified Administrative Professional, Lean Six Sigma, or comparable project-management/administrative credential.

Responsibilities

Manage 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.
Triage 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.
Prepare a daily and weekly CEO briefing package that identifies critical meetings, decisions, priorities, deadlines, customer interactions, risks, and required follow-up.
Draft and prepare correspondence, meeting notes, internal communications, presentations, briefing papers, reports, talking points, and other executive materials.
Maintain secure, organized records for executive correspondence, strategic documents, agreements, meeting materials, decisions, and action items.
Coordinate travel, customer visits, conferences, events, expense reporting, meeting logistics, and other CEO-related administrative requirements.
Manage sensitive and confidential information with sound judgment, discretion, and professionalism.
Serve as a professional point of contact for employees, customers, partners, subcontractors, candidates, and other stakeholders interacting with the CEO’s office.
Plan and coordinate executive leadership meetings, business reviews, strategic-planning sessions, customer meetings, candidate interviews, partner meetings, and company events.
Develop meeting agendas in collaboration with the CEO and appropriate leaders.
Collect, organize, quality-check, and distribute pre-read materials sufficiently in advance of meetings.
Attend designated meetings; capture decisions, action items, owners, due dates, risks, dependencies, and follow-up requirements.
Publish concise meeting summaries and action registers within one business day, unless otherwise directed.
Track action items and follow up with responsible parties to support timely completion.
Maintain a centralized decision log and executive action tracker for CEO-led priorities and leadership-team commitments.
Support consistent internal communication by drafting announcements, reminders, status updates, and leadership messages.
Coordinate CEO-directed strategic projects and special initiatives, including project setup, work plans, milestones, meeting cadence, stakeholder coordination, status reporting, and action tracking.
Maintain project charters, schedules, task lists, RAID logs, decision records, and status reports for assigned initiatives.
Help ensure projects have clear objectives, owners, success measures, deadlines, dependencies, and escalation paths.
Facilitate project check-ins; identify overdue actions, dependencies, risks, and resource constraints; and escalate material issues with relevant background and recommended next steps.
Coordinate work across business development, proposal/capture, operations, finance, contracts, delivery, recruiting, and technical teams.
Support the preparation of executive dashboards, scorecards, reports, and status updates using information from functional leaders.
Assist with documenting and improving recurring business processes, templates, checklists, and internal workflows.
Support planning and logistics for key growth activities, including proposal milestones, customer meetings, teaming discussions, recruiting events, strategic planning, and company operating reviews.
Help maintain a reliable weekly leadership cadence, including agendas, pre-reads, action tracking, meeting notes, and follow-up.
Support the management of key company planning documents, including annual priorities, quarterly objectives, strategic-initiative trackers, organizational calendars, and leadership action plans.
Assist 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.
Create and maintain usable templates for meeting agendas, action trackers, project plans, decision briefs, executive updates, status reports, and standard correspondence.
Identify recurring administrative bottlenecks and recommend practical improvements through better workflows, automation, documentation, or delegation.
Support onboarding coordination for senior hires, including interview scheduling, offer-process logistics, onboarding checklists, and first-week executive meetings.