Operations Administrative Assistant

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-exempt Operations Administrative Assistant to join its St. Louis office. 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:

• Medical Insurance
• Vision Insurance
• Dental Insurance
• Life Insurance & ADD policies
• Short & Long Term Disability Insurance
• Paid Parental Leave
• 401(k) Profit Sharing plans
• Parking/Transportation Stipend
• Section 125 Plan (Pre-tax premiums and medical reimbursement)
• Paid Holidays
• Paid Time Off (PTO)
• Annual Discretionary Bonus
• Employee Assistance Program (EAP)
• Employee Wellness Program
• Tuition Reimbursement
• College Savings Plan Deductions (529 Plans)
• Long Term Care

Equal Opportunity Employer M/F/D/V

Work Location: Hybrid remote in St. Louis, MO 63101