Executive Operations Specialist

Century 21 Advantage Gold; South Burlington (VT); Hybrid; USD 70,000 - 90,000; Full time

Job summary

BST Gallagher Flynn LLP is seeking an Executive Operations Specialist to provide high-level administrative, operational, and project support to the Managing Partner and Executive Management Team. This is a hybrid position based out of our South Burlington, VT or Albany, NY offices.

You will coordinate calendars, prepare materials for leadership meetings, track strategic initiatives, and help communicate across practice groups.

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.
• Experience in professional services, consulting, or public accounting is a plus.
• Advanced proficiency in Microsoft 365 tools is required.

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.
• Record and distribute meeting notes, action items, and follow-up tasks.
• Coordinate leadership travel arrangements and expense reporting.

Skills

Executive support

Calendar management

Communication

Project coordination

Confidentiality

Time management

Education

Associate or Bachelor’s degree preferred

Tools

Outlook

Word

Excel

PowerPoint

Teams

SharePoint

Job description

About The Company

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, transaction 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.

About The Company

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, transaction 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.

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. This is a hybrid position and will be based out of our South Burlington, VT or Albany, NY office.

In This Role You Will

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.

BST Gallagher Flynn LLP is an equal opportunity employer and do not discriminate in employment based on race, color, religion, sex (including pregnancy and gender identity), national origin, political affiliation, sexual orientation, marital status, disability, genetic information, age, membership in an employee organization, parental status, military service, or other non-merit factor.