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RubinBrown LLP · 2 days ago

Coordinator, Executive Operations

St. Louis, Missouri, United States

Full-time

Hybrid

Mid Level

3+ years exp

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 Coordinator, Executive Operations plays a key role in supporting firm leaders and driving day-to-day operations, managing executive calendars, and supporting key initiatives across the firm.

AccountingConsulting

Growth Opportunities

Responsibilities

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 committee chairs with agendas, meeting logistics, minutes, and action-item follow-up

Schedule and coordinate board meetings, including agendas and materials

Assist with drafting and distributing meeting minutes

Coordinate group owner meetings and prepare supporting materials

Schedule and support individual semi-annual owner meetings and new owner orientation sessions

Schedule client satisfaction meetings and distribute surveys

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

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

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

Qualification

Executive-level administrative supportMicrosoft Office proficiencyCalendar managementMeeting coordinationTech-savvyCommunication skillsOrganizational skillsAttention to detailAdaptability

Required

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

Company

RubinBrown LLP

Glassdoor4.4

RubinBrown provides unmatched service to closely held and publicly traded companies in specialized market sectors as well as non-profit and public sector organizations.

Founded in 1952

Saint Louis, Missouri, USA

501-1000 employees