Speakers Bureau Coordinator

The Speakers Bureau Coordinator supports the federal client by managing the day-to-day operations of the agencys 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 purposeour why.

KEY RESPONSIBILITIES

• Monitor shared email inboxes and Power BI-based submission portals for meeting and speaking requests submitted to the federal clients 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 clients 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.
• Bachelors 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 clients 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 ones 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.

The pay range for this role is:
57000.00-76000.00USD per year