Executive Assistant in Arlington, Virginia at LMD Agency

LMD Agency (LMD) is an award-winning, fast-paced, full-service marketing and branding agency headquartered in Columbia, Maryland. As a woman-owned small business operating for over 50 years, LMD provides a wide range of fully in-house capabilities for brands and businesses at every scale in both public and private sectors. Helping our clients, our teams, and our communities create positive change is our mission, our purpose—our “why.”

The Executive Assistant to the Chief External Affairs Officer provides administrative, clerical, and task management support to the federal contract Office of External Affairs (EA). Working under the direction of Government leadership, the Executive Assistant supports daily office operations by managing taskings, coordinating meetings, maintaining records, preparing correspondence and reports, and ensuring the timely processing of executive materials. This position serves as an integral member of the Executive Affairs team, helping facilitate efficient communication, workflow management, and coordination across the federal contracts. This role is contingent upon LMD being awarded the federal contract.

KEY RESPONSIBILITIES

• Monitor shared Executive Affairs (EA) email inboxes and SharePoint-based task management systems for incoming taskings, requests, and correspondence.
• Log, track, route, and maintain Executive Affairs taskings in accordance with established standard operating procedures (SOPs).
• Generate routine reports to support leadership awareness, workload management, and the disposition of Executive Affairs taskings.
• Support the review, assignment, prioritization, and deconfliction of Executive Affairs taskings under the direction of Government personnel.
• Coordinate with Executive Secretariat (ExecSec), program offices, and other agency stakeholders to facilitate task management workflows and ensure timely completion of assigned actions.
• Assist in processing executive correspondence, informational materials, briefing documents, and other products requiring internal review and approval.
• Proofread correspondence, briefing materials, reports, presentations, and other written products for grammatical accuracy, formatting consistency, and adherence to agency standards.
• Prepare reports, meeting materials, agendas, and other administrative documentation supporting Executive Affairs operations.
• Track leadership commitments, action items, decisions, and engagement activities using agency-approved tracking systems.
• Schedule meetings, conference calls, and planning sessions, including coordinating calendars, preparing invitations, and distributing meeting materials.
• Participate in planning meetings and document meeting notes, action items, and follow-up activities.
• Maintain electronic and hard-copy files, records, and document repositories in accordance with federal records management policies and agency procedures.
• Assist with records management activities by ensuring documents are properly archived and maintained within SharePoint and other agency systems.
• Provide general administrative and clerical support, including word processing, document formatting, copying, binding, filing, and maintaining office records.
• Coordinate logistics for meetings, workshops, and internal events as assigned.
• Support additional administrative tasks and special projects in support of Executive Affairs leadership.

QUALIFICATIONS

• Currently holds, or is able to obtain, a Department of Homeland Security (DHS) Fitness Determination.
• High school diploma or equivalent.
• Minimum of one (1) year of demonstrated experience providing administrative and clerical support in a professional office environment.
• Experience supporting executive offices, project teams, or organizational leadership through administrative coordination and office management.
• Demonstrated experience performing administrative duties, including:
• • Word processing
  • Research
  • Proofreading and editing
  • Copying and binding documents
  • Maintaining department and client files
  • Preparing expense reports
  • Coordinating meetings and events
• Strong organizational skills with the ability to manage multiple assignments and competing priorities.
• Excellent written and verbal communication skills.
• Strong attention to detail and commitment to producing high-quality work products.
• Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), Microsoft Teams, and SharePoint.

PREFERRED SKILLS AND EXPERIENCE

• Experience supporting federal agencies.
• Familiarity with Executive Secretariat (ExecSec) operations, task management systems, or executive correspondence processes.
• Experience supporting senior executives or leadership teams in an administrative capacity.
• Knowledge of federal records management and document control procedures.
• Experience coordinating meetings, maintaining calendars, and supporting executive scheduling.
• Familiarity with SharePoint-based workflow systems and Microsoft Power Platform tools.
• Ability to exercise sound judgment, maintain confidentiality, and work effectively in a fast-paced executive office environment.

JOB LOCATION

• This is an on-site position 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 Expense 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 Agency, Inc. 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.