Speakers Bureau Coordinator in Arlington, Virginia at LMD Agency

The Speakers Bureau Coordinator supports the federal client by managing the day-to-day operations of the agency’s Speakers Bureau. The coordinator is responsible for tracking and processing meeting and speaking requests, coordinating executive review workflows, preparing engagement documentation, and supporting the planning and execution of leadership speaking opportunities. Working closely with Executive Affairs, Executive Secretariat (ExecSec), program offices, and external stakeholders, the Speakers Bureau Coordinator ensures speaking engagements are efficiently managed, accurately documented, and aligned with agency priorities. This is a contingent position. Hiring for this role is dependent upon LMD Agency being awarded the associated government contract and receiving authorization to proceed.

LMD is a full-service marketing and branding agency headquartered in Columbia, Maryland. As a woman-owned small business, LMD provides a wide range of fully in-house capabilities for brands and businesses at every scale, including branding, design, content, research, strategy, video, media, web, and organizational change management.

LMD has evolved with the industry for over 50 years, supporting organizations in the public and private sector that want to transition, rebrand, or meet new goals. Helping our clients, our teams, and our communities create this positive change is our mission, our purpose—our “why.”

KEY RESPONSIBILITIES

• Monitor shared email inboxes and Power BI-based submission portals for meeting and speaking requests submitted to the federal client's Speakers Bureau.
• Log, track, categorize, and maintain meeting and speaking requests in accordance with established standard operating procedures (SOPs).
• Generate reports and dashboards to support leadership review, workload management, and disposition of engagement requests.
• Conduct research to gather information necessary to evaluate meeting and speaking requests, including:
• • Event objectives
  • Audience demographics
  • Sponsoring organizations
  • Proposed topics
  • Event logistics
  • Strategic alignment with the federal client's priorities
• Coordinate with requestors and event points of contact to obtain missing information and ensure requests are complete for leadership review.
• Support the review, assignment, prioritization, and deconfliction of speaking and meeting requests under the direction of Government leadership.
• Coordinate leadership and program office reviews of speaking opportunities and support overall Speakers Bureau operations.
• Prepare and process Speaking Request Forms and Speaker Approval Forms by pre-populating templates, validating information, obtaining approvals, and uploading completed documentation to designated SharePoint repositories.
• Prepare briefing memoranda and executive engagement packages for meetings and speaking engagements by compiling:
• • Background information
  • Biographical materials
  • Event agendas
  • Organizational profiles
  • Reference materials
  • Supporting documentation
• Coordinate planning calls with event organizers, leadership, and internal stakeholders to ensure successful engagement execution.
• Maintain calendars, engagement trackers, SharePoint libraries, and records supporting Speakers Bureau activities.
• Track leadership commitments, speaking decisions, engagement outcomes, and follow-up actions.
• Produce recurring weekly, monthly, and ad hoc reports summarizing speaking requests, engagement metrics, leadership participation, and workflow status.
• Perform administrative and clerical functions supporting Speakers Bureau operations, including scheduling meetings, preparing correspondence, maintaining documentation, and supporting records management activities.
• Recommend process improvements to enhance efficiency, consistency, and responsiveness in Speakers Bureau operations.

QUALIFICATIONS

• Currently holds, or is able to obtain, a Department of Homeland Security (DHS) Fitness Determination.
• Bachelor’s degree (BS/BA) in Marketing, Public Relations, Communications, Business Administration, Event Management, or a related field.
• Minimum of three (3) years of demonstrated professional experience supporting executive engagement planning, speakers bureaus, event coordination, public affairs, communications, or executive administrative operations.
• Experience coordinating meetings, conferences, executive speaking engagements, or stakeholder events.
• Experience preparing executive briefing materials, engagement documentation, or meeting packages.
• Demonstrated experience managing multiple requests and priorities using tracking systems and workflow tools.
• Strong written and verbal communication skills with excellent proofreading and editing abilities.
• Excellent organizational skills with exceptional attention to detail.
• Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), Microsoft Teams, SharePoint, and Power BI or similar reporting platforms.
• Ability to manage multiple concurrent assignments while meeting established deadlines.

PREFERRED SKILLS AND EXPERIENCE

• Experience supporting the Department of Homeland Security (DHS), or another federal agency.
• Experience supporting Executive Secretariat (ExecSec), Executive Affairs, or executive correspondence operations.
• Familiarity with federal records management, document control, and workflow management processes.
• Experience preparing executive briefing books, read-ahead packages, and engagement reports.
• Knowledge of public affairs, strategic communications, or government stakeholder engagement practices.
• Familiarity with cybersecurity, homeland security, emergency management, or critical infrastructure protection missions.
• Experience using SharePoint, Power BI, Microsoft Power Platform, or similar workflow and reporting tools.
• Demonstrated ability to collaborate effectively with senior executives, government officials, and cross-functional teams.

JOB LOCATION

• This position is onsite at the client's office located in Arlington, VA.

EMPLOYMENT TYPE

• Full-time
• Contingent upon contract award

BENEFITS

We offer a work environment that encourages personal and professional growth and a generous benefits package:

Health Ins with HRA plan

Dental Ins

Vision Ins

Short-Term Disability Ins

Term Life and AD&D Ins

Voluntary Critical Illness, Accident, Hospital, and Pet Insurance

Holidays (12)

Vacation Leave

Sick Leave

Personal Days

Volunteer Time Off

Bereavement Leave

Parental Leave

401(k)

Profit Sharing

FSA and DCA plans

Remote Work Reimbursement

In-person & Virtual Team Building & Training

This position is part of a proposal effort and is contingent upon LMD Agency being awarded the associated contract and receiving funding and/or government authorization to begin work. Candidates may be interviewed and selected in advance to support a timely project launch; however, employment cannot begin unless and until the contract is awarded and all pre-employment requirements are successfully completed.

LMD is an Equal Opportunity Employer and is subject to the VEVRAA requirements. Employment opportunities at LMD are based on one's qualifications and capabilities to perform the essential functions of a particular job. All employment opportunities are provided without regard to race, color, religion, sex, national origin, age, genetic information, veteran status, protected veteran status, disability, or any other characteristic protected by law, unless such disability, even with reasonable accommodation, prevents the applicant from being able to perform the essential functions of a job.

By applying for a position with us, you agree to our participation in the E-Verify program. If you are offered employment, you must provide documentation verifying your identity and legal authorization to work in the United States, in compliance with federal law.

LMD will not accept solicitations from recruiters, placement firms, or development firms seeking to do business with LMD.