Executive Operations Specialist

About the role

The Executive Operations Specialist provides high-level administrative, operational, and project support to the Managing Partner and Executive Management Team. This role serves as a key partner to firm leadership, ensuring priorities are coordinated, communications are organized, and strategic initiatives move forward effectively. The ideal candidate is highly organized, proactive, discreet, and capable of managing multiple priorities in a fast-paced professional services environment. This individual anticipates leadership needs, exercises sound judgment, and serves as a trusted resource across the firm.

Responsibilities

Executive Leadership Support

• Provide direct administrative support to the Managing Partner and Executive Management Team.
• Manage complex calendars, scheduling, and meeting coordination.
• Prepare agendas, materials, presentations, and supporting documentation for leadership meetings.
• Record and distribute meeting notes, action items, and follow-up tasks.
• Coordinate leadership travel arrangements and expense reporting.
• Handle confidential and sensitive information with the highest level of discretion.

Operations & Project Coordination

• Track and coordinate firmwide initiatives, leadership priorities, and strategic projects.
• Monitor project deadlines and ensure timely follow-up on commitments and deliverables.
• Assist with implementation and communication of operational processes and firm initiatives.
• Support planning and logistics for partner meetings, leadership retreats, and assist with broader firm events as needed.

Communication & Collaboration

• Serve as the primary liaison between firm leadership, practice groups, and administrative support teams, ensuring effective coordination and alignment across the organization.
• Draft, proofread, and distribute internal communications on behalf of firm leadership, ensuring clarity, consistency, and professionalism.
• Coordinate the collection, organization, and delivery of information and materials requested by leadership.
• Foster clear and timely communication across departments and offices to support collaboration and operational effectiveness.

Administrative Operations

• Coordinate signatures, approvals, and routing of key documents.
• Support budgeting, vendor coordination, and other operational activities as assigned.
• Identify opportunities to improve administrative and operational efficiencies.

Special Projects

• Participate in merger integration, organizational initiatives, culture programs, and firmwide projects.
• Conduct research, compile information, and prepare recommendations for leadership review.
• Support Employee Experience, Operations, Finance and Executive Team initiatives as needed.
• Maintain project plans, action trackers, and status updates for strategic initiatives.
• Monitor deadlines