Executive Assistant

About the organization

FM Talent Source is a business and workforce solutions firm that supports organizations across the country in addressing a wide range of operational challenges. Its client base spans federal, state, and local government bodies, major Fortune 500 enterprises, and nonprofit organizations. Established in 2004, the company has built its reputation through recruitment strategy, project management, and quality-focused delivery.

The organization combines technical expertise with strong execution to help clients reach their goals. Its work has been recognized with industry honors, including a Top 10 HR Consulting Firm ranking from HR Tech Outlook Magazine, finalist status for the U.S. Chamber of Commerce Dream Big Awards, and the Globe Award for Culture and Community.

The recruiting team emphasizes relationship-building and aims to create a strong experience for clients. This role is contingent on contract award.

Role overview

The client is looking for an Executive Assistant to support a senior leader in a fast-moving, highly regulated environment.

Key responsibilities

• Deliver full-spectrum administrative support to a senior leader in a demanding regulatory setting.
• Oversee a highly complex calendar with overlapping priorities, including meetings involving senior officials and outside partners.
• Sort, coordinate, and sequence meeting requests so schedules stay strategic and preparation time is protected.
• Stay ahead of the executive’s needs and resolve administrative tasks before they become issues.
• Prepare, revise, and polish correspondence, memos, and presentations for both internal and external use.
• Coordinate communication with leadership offices and important stakeholders.
• Manage sensitive and confidential information with strict professionalism and discretion.
• Organize high-level meetings, conferences, and briefings, including logistics, materials, and follow-up actions.
• Support the technical setup and logistics for videoconferences and hybrid meetings.
• Develop briefing packets, agendas, and background reference materials.
• Monitor action items, deadlines, and follow-through requirements.
• Arrange detailed domestic and international travel, including itineraries and expense reporting.
• Submit travel authorizations and reimbursement requests according to policy.
• Coordinate travel arrangements in urgent or high-pressure situations.
• Process invoices and purchase requests and help with budget tracking.
• Assist with materials for leadership presentations and decision memoranda.
• Support division-wide events and other initiatives as needed.
• Handle additional administrative tasks as assigned.

Experience and qualifications

• A bachelor’s degree is preferred, though an equivalent mix of education and experience is acceptable.
• A minimum of 10 years of progressive senior-level administrative experience is required.
• At least 5 years of experience supporting C-suite or director-level executives is required.
• Background in government, financial services, or regulated environments is strongly preferred.
• Demonstrated success managing competing priorities in fast-paced, high-stakes environments is essential.
• Knowledge of federal government operations and procedures is highly desirable.

Core competencies

• Sound judgment and strong discretion when working with highly sensitive and confidential information.
• Excellent organizational ability and a proactive approach to anticipating needs and solving problems.
• Advanced written and verbal communication skills for interaction with senior leaders and external stakeholders.
• Strong command of Microsoft Office tools, including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint.
• Ability to work independently with limited supervision while making good decisions.
• Careful attention to detail and a strong commitment to accuracy and deadlines.
• Flexibility and composure in stressful or high-pressure situations.

Additional information

This position is based in the Washington DC-Baltimore area and is a full-time onsite role.

Reference code: JT23.