Executive Operations Specialist

BST & Co. CPAs, LLP; Latham (NY); Hybrid; USD 70,000 - 110,000; Full time

Benefits offered by this job

Hybrid and Flexible Work Model

Medical, Dental, Vision Insurance

401(k) with company contributions

Paid Time Off

Job summary

BST Gallagher Flynn LLP, headquartered in the Northeast with a leadership team in New York, seeks an Executive Operations Specialist to support the Managing Partner and Executive Management Team. You will manage calendars, coordinate leadership travel, prepare meeting materials, and ensure confidential handling of sensitive information.

The role emphasizes project coordination, cross‑functional collaboration, and process improvements within a professional services environment.

Qualifications

• Associate or bachelor’s degree preferred.
• Minimum 5 years of executive assistant, administrative, operations, or project coordination experience.
• Experience supporting C-suite executives, partners, or senior leadership teams preferred.

Responsibilities

• 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.

Skills

Executive support

Calendar management

Travel coordination

Project coordination

Communication

Discretion

Microsoft 365

Relationship building

Education

Bachelor's degree preferred

Tools

Microsoft 365

Outlook

PowerPoint

SharePoint

Job description

Description

About the Executive Operations Specialist 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.

Essential 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 and deliverables across executive team projects.
• Coordinate activities among leaders and stakeholders to ensure progress against agreed-upon priorities.
• Facilitate follow-up and accountability for Executive Management Team action items.

To be successful in this role, you will bring with you:

• Associate or bachelor’s degree preferred.
• Minimum 5 years of executive assistant, administrative, operations, or project coordination experience.
• Experience supporting C-suite executives, partners, or senior leadership teams preferred.
• Experience within a professional services, consulting, or public accounting environment is a plus.
• Exceptional organizational and time management skills.
• Strong written and verbal communication abilities.
• Ability to maintain confidentiality and exercise sound judgment.
• Strong attention to detail and follow-through.
• Ability to prioritize competing demands and adapt to changing priorities.
• Demonstrated project coordination and problem-solving skills.
• Advanced proficiency in Microsoft 365, including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint.
• Ability to work independently while maintaining strong collaboration across the firm.
• Ability to work in a standard office environment and sit at a desk for extended periods
• The ability to anticipate needs and proactively address priorities.
• Strong organizational skills and the ability to bring structure to complex initiatives.
• A proactive, detail-oriented approach to managing follow-up and supporting firm leadership.
• The ability to build strong relationships and collaborate effectively across the organization.
• Professionalism, discretion, and a strong sense of accountability.
• A collaborative, service-oriented mindset with a commitment to supporting the success of others.

About BST Gallagher Flynn LLP

BST Gallagher Flynn is a regional accounting and advisory firm formed through the merger of BST & Co. and Gallagher Flynn & Company. The combined firm provides assurance, tax, advisory, outsourced accounting, consulting, valuation, forensic accounting, and other specialized services to businesses, nonprofit organizations, governmental entities, and individuals across the Northeast and beyond. With headquarters in Latham, New York and South Burlington, Vermont, the firm brings together the collective expertise, industry depth, and relationship-driven culture of both organizations to help clients navigate an increasingly complex business environment with confidence.

Why choose BST-GF:

• Diversity of our Expertise
• Communication is Open and Objective
• Professional Environment and Attitude is Fostered
• Advancement is Encouraged
• Ideas are WelcomeCommunity Impact and Employee Engagement
• Recognized as a Best Place to Work
• Hybrid and Flexible Work Model

Please visit our website to learn more about BST-GF’s Talent Experience.

BST-GF offers a competitive benefits package, base compensation, and an employee bonus program for eligible roles based on individual and firm performance per program guidelines. The salary range for this role takes into account the wide range of factors that are considered in making compensation decisions including but not limited to experience; prior relevant experience, skill sets, training; licensure and certifications; market data and other business and organizational needs. A reasonable estimate of the current salary range for this role can be found in the posting, and an actual offer can vary based upon the role, hiring location, and qualifications. At BST-GF, it is not typical for an individual to be hired at or near the top of the range for their role and compensation decisions are dependent on the facts and circumstances of each individual case. BST-GF offers a robust benefits package, including not but limited to medical, dental, vision, paid time off, a 401(k) plan with employee and company contribution opportunities, life and disability insurance, flexible work, development and tuition reimbursement.

For additional information on BST-GF’s total rewards, visit our website at: www.bstco.com