Coordinator, Executive Operations

RubinBrown Career•St. Louis, MO

7d•Hybrid

About The Position

RubinBrown LLP is one of the nation’s leading accounting and professional consulting firms with a commitment to building personal relationships and delivering totally satisfied clients. The RubinBrown name and reputation are synonymous with experience, integrity and value. RubinBrown has revenue of approximately $240 million with 1,000+ team members across locations in Chicago, Denver, Kansas City, Las Vegas, Nashville, and St. Louis. The Coordinator, Executive Operations in our St. Louis office plays a key role in supporting firm leaders and driving day-to-day operations. Reporting to the Chief of Staff, this role manages executive and firm calendars, supports meetings and key initiatives, and partners closely with senior stakeholders across the firm. Ideal candidates are highly organized, tech-savvy, adaptable communicators who thrive in a fast-paced environment and take pride in delivering exceptional client service.

Nice To Haves

Bachelor’s degree in business administration, communications, or a related field
3–5 years of experience providing executive-level administrative support, preferably in professional services
Advanced proficiency in Microsoft Office, with strong skills in PowerPoint and Excel
Tech-savvy with a strong interest in learning new tools to improve efficiency
Highly organized with exceptional attention to detail and the ability to manage multiple priorities
Strong written and verbal communication skills
Adaptable, self-directed, and able to thrive in a fast-paced, collaborative environment

Responsibilities

Executive Administrative Support (Chairman, Managing Partner & Other Leaders as Assigned)
Partner with firm leaders through weekly planning and prioritization meetings
Manage executive calendars, including meeting scheduling and travel coordination
Prepare and support meetings, handling agendas, materials, logistics, and arrangements
Provide day-to-day administrative support, including expenses, correspondence, and office needs
Track continuing education requirements and coordinate conference registration and travel
Assist with monthly billing and other operational tasks, as assigned
Serve as a point of contact for external boards and professional organizations
Support leaders by researching, organizing, and preparing materials to maximize efficiency
Support Firm Committees
Support committee chairs with agendas, meeting logistics, minutes, and action-item follow-up
Board Meetings
Schedule and coordinate board meetings, including agendas and materials
Assist with drafting and distributing meeting minutes
Owner Meetings
Coordinate group owner meetings and prepare supporting materials
Schedule and support individual semi-annual owner meetings and new owner orientation sessions
Monthly Client Satisfaction Program
Schedule client satisfaction meetings and distribute surveys
Firm Sponsorships & Leader-Hosted Events
Partner with Marketing to support firm sponsorships involving firm leaders, including attendance coordination and follow-up
Support firm-hosted events led by partners and leaders (e.g., nonprofit events, receptions, professional organization functions)
Coordinate semi-annual New Hire Orientation with the Managing Partner
Annual Campaigns
Support the United Way campaign by coordinating events and drafting communications
Serve as the primary point of contact for United Way
Assist leaders with communications and tracking for annual profession-related campaigns
Other Projects
Serve as a super user for leadership tools and platforms (e.g., surveys, meeting tools)
Support leaders with AI prompts, research, and use-case development
Design and prepare presentation materials, including slide decks and meeting packets
Maintain documentation related to professional updates and leadership communications
Manage confidential information with discretion and perform other duties as assigned