Executive Assistant/Project Coordinator

ICF•Arlington, VA

1d•$74,090 - $125,954•Hybrid

About The Position

ICF is seeking a highly skilled and dynamic Executive Assistant/Project Coordinator to provide a unique blend of high-quality executive support and cross-functional project coordination within a fast-paced federal workplace. This role supports a Branch Chief and Deputy as they oversee three subordinate sections, ensuring seamless administrative workflow, improved operations efficiency, and effective information flow across the branch. The ideal candidate is a self-starter who thrives in environments with limited direct tasking. They will be adept at connecting dots across multiple workstreams, conducting background research, identifying operational and procedural gaps, and synthesizing insights from meetings, activities, and emerging priorities. In addition to executing core executive assistant responsibilities, the candidate will apply critical thinking and sound judgement to anticipate needs, recommend practical solutions, and help advance branch objectives. This position requires outstanding organization, strong interpersonal skills, and the ability to operate with discretion, initiative, and professionalism while supporting federal leadership. The principles prefer to retain ownership to their calendars, so this will be less hands on than most EA roles and more indirect support. This is a hybrid role and may require on-site work in Arlington, VA.

Requirements

Ability to obtain and maintain a Public Trust (or higher, if required by client). Active Public Trust preferred.
5 years providing executive-level administrative support and project coordination in a complex, matrixed, or federal/contractor environment.

Nice To Haves

Bachelor’s degree in Business, Public Administration, Communications, or related field or equivalent relevant experience.
Advanced proficiency with MS Office Suite (Teams, Excel, Word, PowerPoint, Outlook, SharePoint), to include the integration of the M365 cloud suite of the applications.
Direct experience supporting a federal branch/office, SES/GS‑15 leadership, or contract leadership; familiarity with federal protocols, correspondence standards, and task management norms.
Proven ability to manage senior leaders’ calendars, prioritize competing demands, and coordinate meetings with multiple stakeholders.
Excellent written and verbal communication skills with the ability to synthesize discussions into concise, actionable outputs for leadership.
Exceptional time management with the ability to operate with limited direct tasking, anticipate needs, and follow through without close supervision.
Certifications: CAP (Certified Administrative Professional), PMP or CAPM, SAFe/Agile fundamentals, ITIL Foundation, or Lean/Six Sigma (Yellow/Green Belt).

Responsibilities

Support branch-level administrative operations, including calendar scheduling, room reservations, organizational charts, and email distribution lists to ensure smooth daily workflow.
Prepare, organize, and maintain documents, meeting materials, and administrative artifacts; recommend and implement knowledge management best practices in coordination with section leads.
Compile and draft daily, weekly, and monthly reports for senior leadership, ensuring accuracy, polish, and clarity.
Identify and recommend opportunities for improved efficiency.
Capture meeting minutes with attention to detail, producing clear, concise summaries and tracking action items and due-outs for meetings.
Maintain situational awareness of branch priorities to streamline scheduling, task flow, and leadership commitments.
Serve as a primary point of contact for client leadership, providing prompt, professional responses to requests and inquiries.
Support cross-functional projects spanning the branch’s three sections by tracking tasks, visualizing milestones, and driving timely follow-ups.
Identify overlapping workstreams, risks, dependencies, or inefficiencies and elevate issues early to support effective decision‑making.
Work with section leads to maintain updated project documentation, shared resources, status dashboards, and version-controlled materials.
Assist in preparing briefing materials, project updates, and presentations that support leadership communication and alignment.
Support ad-hoc and recurring special projects that span multiple sections to improve organizational effectives and mission outcomes.
Identify and implement efficiencies, process innovations, and automation opportunities to reduce administrative burden and enhance operational outcomes.
Anticipate client needs and proactively recommend practical, actionable solutions.
Contribute to strategic planning efforts by supporting the development and tracking of fiscal year goals, aligning office initiatives to broader agency priorities, and assisting with cross-office strategic activities.