Coordinator, Executive Operations

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.

Major 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
  
  

Firm Initiatives 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
  
  

Preferred Experience/Background/Skills

• 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
  
  

Working Conditions

• Typical office hours are 8:00 a.m. to 5:00 p.m., Monday-Friday
• Hybrid work environment; regular in-office presence required based on workload and leader schedules
• Occasional additional hours may be required
• Minimal travel expected
• Ability to sit for long periods of time
• Ability to move throughout office
• Ability to lift, carry, push, pull up to 30-50 pounds
  
  

One Firm

To foster a highly respected, inclusive culture that helps foster and promote an environment that is diverse and equitable for all team members and the firm to achieve growth and deepened expertise. RubinBrown is an equal opportunity/affirmative action employer. All qualified applicants will receive consideration for employment without regard to sex, gender identity, sexual orientation, race, color, religion, national origin, disability, protected Veteran status, age, or any other characteristic protected by law. Accommodations are available on request for candidates taking part in all aspects of the selection process. To request accommodation, please contact your recruiter.

EEO Employer W/M/Vet/Disabled

RubinBrown is an independent member of Baker Tilly International, the 9th largest accounting and business advisory network in the world. For more information, visit www.RubinBrown.com.