Coordinator, Executive Operations

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Join to apply for the Coordinator, Executive Operations role at Rubin Brown LLP

Rubin Brown 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 Rubin Brown name and reputation are synonymous with experience, integrity and value. Rubin Brown 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

• 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 sponsor ships 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

• 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

• Typical office hours are 8:00 a.m. to 5:00 p.m., Monday-Friday
• Hyb…