Executive Operational Specialist

DHA CPAs•Chaska, MN

3d•Hybrid

About The Position

The Executive Operational Specialist provides high-level executive, operational, and administrative support to firm leadership and client service teams. This role is responsible for ensuring partner priorities, client communications, workflows, billing processes, and operational initiatives are executed efficiently and accurately. This position serves as a key liaison between Partners, Operations, internal teams, and clients, helping maintain organization, accountability, and follow-through across multiple priorities and deadlines. The ideal candidate is highly organized, detail-oriented, proactive, and capable of managing competing priorities while maintaining exceptional client service and professionalism. The role combines executive support responsibilities with operational and administrative coordination, requiring strong communication skills, sound judgment, and the ability to independently manage tasks and workflows in a fast-paced professional services environment.

Requirements

Excellent communication and collaboration skills
Exceptional customer service skills
High standard of accuracy and attention to detail
Strong analytical and problem-solving abilities
Demonstrated enthusiasm for adopting AI tools and technologies, with a commitment to continuously building proficiency and integrating AI-driven efficiencies across all areas of work
Advanced written communication skills with the ability to create both long- and short-form content, including mass communications
Proficient in prioritization, time management, and task management
Strong understanding of deadlines, accuracy, and compliance expectations
5+ years of total professional experience
2+ years of experience supporting senior leaders or managing operations
2+ years of billing and/or accounts receivable experience
2+ years of marketing and/or content creation experience, including social media and long-form content
Professional services background required; tax or accounting industry experience preferred
Proficient in Microsoft Office applications, particularly Microsoft Excel

Nice To Haves

Experience in project management software, preferred

Responsibilities

Provide dedicated executive and administrative support to assigned Partners
Monitor and manage partner inboxes, including tracking, prioritizing, and routing communications and requests
Monitor partner-related workflow items and follow up with internal teams as needed
Serve as liaison between Partners and Operations to ensure projects and tasks are created, prioritized, and completed accurately
Coordinate internal and external meetings, calendars, agendas, materials, and reminders
Support Partners with timely and accurate time entry and follow-up for compliance requirements
Provide general administrative support related to partner and client needs
Move client documents, requests, and communications through internal workflows and operational processes
Track action items and ensure timely completion of outstanding tasks and deliverables
Coordinate across departments to support workflow continuity and execution
Ensure work progresses appropriately following partner and client communications
Maintain organized records and documentation related to workflows, projects, and operational activities
Serve as a professional and consistent point of contact for client logistics and communications
Greet and assist clients for in-person meetings
Attend client meetings as appropriate to document notes and coordinate follow-up actions
Assist with onboarding activities, including service proposal coordination and systems onboarding
Follow up on outstanding client items and requests ahead of scheduled meetings and deadlines
Assist with billing preparation, review, and reporting processes
Support Partner billing and quarterly AR review preparation
Prepare, distribute, and maintain billing and AR-related reports
Coordinate AR tracking and follow-up activities with Operations and Partners
Ensure billing-related tasks are completed accurately and within established deadlines
Provide operational and administrative assistance for complex client groups aligned with supported Partner
Assist with assembly, preparation, and delivery of client materials and documentation
Provide in-office administrative support, including daily mail processing, handling and distribution of paper documents, front desk and phone coverage, and general office coordination tasks
Participate in process improvement and operational support initiatives as needed
Draft and coordinate mass communications, client correspondence, and internal announcements under the direction of the Content Supervisor
Assist with the creation and distribution of monthly newsletters, social media posts, and website blog articles under the direction of the Content Supervisor