Executive Operational Specialist

Job Description

Job Description

The Executive Operational Specialist provides high-level executive, operational, and administrative support to firm leadership and client service teams. This role is responsible for ensuring partner priorities, client communications, workflows, billing processes, and operational initiatives are executed efficiently and accurately.

This position serves as a key liaison between Partners, Operations, internal teams, and clients, helping maintain organization, accountability, and follow-through across multiple priorities and deadlines. The ideal candidate is highly organized, detail-oriented, proactive, and capable of managing competing priorities while maintaining exceptional client service and professionalism.

The role combines executive support responsibilities with operational and administrative coordination, requiring strong communication skills, sound judgment, and the ability to independently manage tasks and workflows in a fast-paced professional services environment.

Essential Job Functions:

1. Executive Support & Partner Coordination
   1. Provide dedicated executive and administrative support to assigned Partners
   2. Monitor and manage partner inboxes, including tracking, prioritizing, and routing communications and requests
   3. Monitor partner-related workflow items and follow up with internal teams as needed
   4. Serve as liaison between Partners and Operations to ensure projects and tasks are created, prioritized, and completed accurately
   5. Coordinate internal and external meetings, calendars, agendas, materials, and reminders
   6. Support Partners with timely and accurate time entry and follow-up for compliance requirements
   7. Provide general administrative support related to partner and client needs
2. Workflow & Task Management
   1. Move client documents, requests, and communications through internal workflows and operational processes
   2. Track action items and ensure timely completion of outstanding tasks and deliverables
   3. Coordinate across departments to support workflow continuity and execution
   4. Ensure work progresses appropriately following partner and client communications
   5. Maintain organized records and documentation related to workflows, projects, and operational activities
3. Client Support & Administrative Coordination
   1. Serve as a professional and consistent point of contact for client logistics and communications
   2. Greet and assist clients for in-person meetings
   3. Attend client meetings as appropriate to document notes and coordinate follow-up actions
   4. Assist with onboarding activities, including service proposal coordination and systems onboarding
   5. Follow up on outstanding client items and requests ahead of scheduled meetings and deadlines
4. Billing & Accounts Receivable Support
   1. Assist with billing preparation, review, and reporting processes
   2. Support Partner billing and quarterly AR review preparation
   3. Prepare, distribute, and maintain billing and AR-related reports
   4. Coordinate AR tracking and follow-up activities with Operations and Partners
   5. Ensure billing-related tasks are completed accurately and within established deadlines
5. Operational & Administrative Team Support
   1. Provide operational and administrative assistance for complex client groups aligned with supported Partner
   2. Assist with assembly, preparation, and delivery of client materials and documentation
      
   3. Participate in process improvement and operational support initiatives as needed

Skills Required:

• Excellent written and verbal communication and collaboration skills
• Exceptional customer service skills
• High standard of accuracy and attention to detail
• Strong analytical and problem-solving abilities
• Demonstrated enthusiasm for adopting AI tools and technologies, with a commitment to continuously building proficiency and integrating AI-driven efficiencies across all areas of work
• Proficient in prioritization, time management, and task management
• Strong understanding of deadlines, accuracy, and compliance expectations

Education and Experience:

• 5+ years of total professional experience
• 2+ years of experience supporting senior leaders or managing operations
• 2+ years of billing and/or accounts receivable experience
  
• Professional services background required; tax or accounting industry experience preferred
• Proficient in Microsoft Office applications, particularly Microsoft Excel
• Experience in project management software, preferred

Schedule & Location:

• 40 hrs/week | Core Hours of 9 AM - 5 PM | hybrid flexibility after 90 days
• Extended hours during busy season – 50 hrs/week (Jan 15 – Apr 15)
• Decreased Summer hours – 36 hrs/week (May 15 – Aug 15)

DHA Benefits:

• Full benefits package including medical, dental, vision & life insurance; 401k, paid maternity/parental leave, and PTO
• Committed to employee skill development and professional growth
• Diverse workload, collaborative culture, and relaxed environment
• Core Values: We are client focused, forward thinking, dependable, a team, and proud of our organization

For more information on DHA benefits, career paths, and core values please visit our website -