Operations Administrative Assistant

Thompson Coburn LLP

St. Louis (MO)

Hybrid

USD 42,000 - 54,000

Full time

2 days ago

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Benefits offered by this job

Medical Insurance

Vision Insurance

Dental Insurance

Life Insurance

Disability Insurance

Paid Parental Leave

401(k) Plan

Parking Stipend

Section 125 Plan

Paid Holidays

PTO

Annual Discretionary Bonus

EAP

Wellness Program

Tuition Reimbursement

529 Plan Deductions

Long Term Care

Job summary

Thompson Coburn LLP in St. Louis is seeking a full-time Operations Administrative Assistant to support the Meetings and Events team and department leadership. After training, a hybrid-remote schedule is available.

You will prepare documents, manage expense reports, reconcile corporate credit cards, coordinate catering, and assist with special projects, while maintaining high attention to detail and confidentiality.

Qualifications

Proficiency with Microsoft Office (Outlook, Word, Excel).
Strong professionalism and confidentiality in handling information.
Ability to manage multiple projects with excellent time management.
Fluent English communication and business-style writing.

Responsibilities

Provides administrative and operational support to leadership and staff.
Prepares, submits and tracks expense reports and related documentation.
Manages corporate credit card reconciliation and receipts.
Coordinates catering and orders for departmental meetings and invoices.
Assists with documents, reports, presentations and special projects.
Maintains inventory and coordinates swag orders as needed.

Skills

Microsoft Office

Professionalism

Attention to detail

Communication skills

Education

High school diploma or equivalent

Two years of college education (preferred)

Job description

Thompson Coburn, a large full-service law firm with offices in eight (8) cities across the U.S., is in search of a full-time non-exemptOperations Administrative Assistant to join its St. Louisoffice.With over 450 attorneys and experience in 50 areas of law, Thompson Coburn is regularly recognized for providing clients with outstanding value and service.

Driven by our core values of integrity, innovation and diversity, we collaborate and work in a welcoming, fast-paced, and inclusive environment.

Under the leadership of the Senior Manager, Meetings and Events, this position will be a vital source of administrative and operational support to department leadership and team members.

The Operations Administrative Assistant will ensure our Meetings and Events team operates seamlessly by applying a high level of attention to detail and organizational skills to coordinate meetings, prepare documents, manage expense reports, reconcile corporate credit cards, and assist with special projects and department initiatives.

After an initial period of training, this position is eligible for a hybrid-remote work schedule.

Key Responsibilities

Provides general administrative and operational support to the department leadership and team members.
Prepares, submits, and tracks expense reports and related documentation in accordance with Firm policies and established deadlines.
Manages corporate credit card reconciliation, including collecting and organizing receipts, obtaining appropriate documentation, and ensuring timely and accurate reconciliation.
Coordinates catering and food/beverage order for departmental meetings and business needs, including placing orders, confirming details and processing related invoices and expenses.
Assists with preparation of documents, reports, presentations, correspondence, and other departmental materials.
Assists with special projects and departmental initiatives, including research, information gathering, organization and follow up.
Maintains store inventory and orders swag as needed.

Knowledge, Skills And Abilities Required

Intermediate proficiency with Microsoft Office (Outlook, Word, Excel).
Must possess a high level of professionalism and interpersonal skills so as to be able to work well with employees at all levels within the organization and maintain all information in the strictest confidence. Required to use tact and diplomacy when dealing with others.
Must possess attention to detail, the ability to balance multiple projects, and strong time management skills.
Ability to process routine daily functions while being able to resolve sensitive issues and complex assignments utilizing above-average critical thinking skills.
Must have the ability to read, write and communicate in fluent English; ability to compose documents in the appropriate business style using correct grammar and spelling; ability to communicate clearly using proper grammar and diction over the telephone.

Experience And Education Qualifications

High school diploma or equivalent required. At least two years of college education with an emphasis on business administration preferred.
A minimum of one year of administrative support experience in a professional services environment is required.
Working experience with Microsoft Office applications (Outlook, Word, Excel) is required.

Thompson Coburn LLP is a large, full service, multi-state firm with offices in Birmingham, Chicago, Dallas, Los Angeles, New York, St. Louis, Southern Illinois, and Washington D.C. At Thompson Coburn, our behavior and the expectations we have of ourselves are guided by the values that we hold in the highest regard: integrity, a passion for excellence, a focus on serving the client, a value of diversity, innovation, creativity, trust, and loyalty. Within the Firm, we value each other as people and colleagues.

In addition to the exceptional working environment and a competitive salary, Thompson Coburn provides the following benefit options to qualifying employees: