RubinBrown
RubinBrown LLP
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. 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.
Position Overview The
Coordinator, Executive Operations
in our St. Louis office supports firm leaders and drives day-to-day operations. Reporting to the Chief of Staff, the role manages executive 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 deliver exceptional client service.
Major 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
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
Equal Opportunity Employer 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.
#J-18808-Ljbffr
Position Overview The
Coordinator, Executive Operations
in our St. Louis office supports firm leaders and drives day-to-day operations. Reporting to the Chief of Staff, the role manages executive 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 deliver exceptional client service.
Major 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
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
Equal Opportunity Employer 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.
#J-18808-Ljbffr