Executive AssistantProject Coordinator

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 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.

Key Responsibilities

• Executive Support

  • 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.

• Branch-Wide Project Support & Coordination

  • Support cross-functional projects spanning the branchs 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 decisionmaking.

  • 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.

• Analytical & Strategic Support

  • 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.

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.

Preferred Skills & Attributes

• Bachelors 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/GS15 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).

Working at ICF

Pay Range - There are multiple factors that are considered in determining final pay for a position including but not limited to relevant work experience skills certifications and competencies that align to the specified role geographic location education and certifications as well as contract provisions regarding labor categories that are specific to the position.

The pay range for this position based on full-time employment is: