Coordinator, Executive Operations

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. 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 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.

• 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
• 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

Rubin Brown 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

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