Speakers Bureau Coordinator

LMD Agency; Arlington (VA); On-site; USD 57,000 - 76,000; Full time

Benefits offered by this job

Health Insurance

401(k)

Profit Sharing

Job summary

LMD Agency is seeking a Speakers Bureau Coordinator to manage day-to-day operations for its federal client. This role involves tracking and processing speaking requests, coordinating event logistics, and preparing engagement documentation.

Qualifications include a Bachelor’s degree and at least three years of experience in executive engagement planning. The position offers health benefits, a 401(k), and a pay range of $57,000 - $76,000 per year.

Qualifications

• Bachelor’s degree (BS/BA) in Marketing, Public Relations, Communications, or related field.
• Minimum of three (3) years of professional experience in event coordination or executive planning.
• Strong written and verbal communication skills.

Responsibilities

• Track and process meeting and speaking requests.
• Generate reports and dashboards for leadership review.
• Prepare speaking request forms and engaging documents.

Skills

Project management

Communication skills

Attention to detail

Microsoft Office Suite

Power BI

Education

Bachelor’s degree in Marketing, Public Relations, or related field

Tools

SharePoint

Microsoft Teams

Job description

The Speakers Bureau Coordinator supports the federal client by managing the day-to-day operations of the agency’s 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. This is a contingent position; hiring depends on award of the government contract.

Key Responsibilities

• Monitor shared email inboxes and Power BI-based submission portals for meeting and speaking requests submitted to the federal client’s 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 client’s 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.
• Bachelor’s 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

• Onsite at the client's office located in Arlington, VA.

Employment Type

• Full-time
• Contingent upon contract award

Benefits

• Health Insurance with HRA plan
• Dental Insurance
• Vision Insurance
• Short-Term Disability Insurance
• Term Life and AD&D Insurance
• 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 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.

Pay Range

57,000 - 76,000 USD per year (Arlington)