Exec Assistant + Project Coordinator

Location:

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-Time

Reports To:

Chief Executive Officer
Compensation:
Competitive salary commensurate with experience, plus performance bonus and benefits

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.

• 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…