Administrative Assistant - IT Department

If you love technology and are seeking an administrative role where you can use your strong organizational skills, Thompson Coburn LLP  has an exciting position where you will be working in an innovative environment.  We are seeking candidates for a non-exempt position in our St. Louis office for a full-time Administrative Assistant to support the Firm’s IT Department and CIO. Key duties include managing the department’s administrative responsibilities; coordinating project meetings; managing departmental invoices, calendars, and mail/voicemail; organizing technical documentation, contracts, and maintenance agreements; and providing other administrative support as required by the CIO. Qualified applicants will possess at least five years of experience in an administrative assistant role, preferably in an IT/technology or professional services environment, with an Associate degree in office support services or equivalent preferred. The person selected for this position must be able to work in a fast-paced environment. 
Job Responsibilities
  • Manages all aspects of the IT Department’s administrative requirements, including existing manual and paper processes, digital and technology-based processes; keeps processes updated and organized.
  • Manages SharePoint, OneNote, and Teams content for the IT Department.
  • Prepares agendas and makes arrangements for meetings.  Compiles, transcribes and distributes agendas and minutes of meetings, some of which may be sensitive and confidential in nature. 
  • Manages a variety of simple and complex lists via SharePoint and Excel.
  • Organizes and manages vendors’ associated contracts and agreements.
  • Serves as a liaison between the IT Department and the Business Office, responsible for managing quotes, invoices and purchase requests, as well as reconciliation of expense reporting and tracking expenses against the department’s budget.  Creates reimbursement requests as needed.
  • Manages departmental policy and procedure portfolio and mentors department personnel in following established administrative procedures.
  • Coordinates IT Department functions, including team-building events and select Firm events.
  • Handles all incoming/outgoing mail, faxes and email as directed.
  • Coordinates all travel arrangements as requested.
  • Works closely with other secretarial and administrative personnel in coordinating administrative and project meetings; redirects workload related to managing these types of meetings from department personnel as directed by the CIO.
Job Requirements
  • Must possess superior organizational skills.
  • Proficiency in MS Excel with demonstrated ability to easily create charts and pivot tables, and convert structured formats to flat formats.
  • Familiarity with OneNote preferred, with demonstrated ability to manage a large portfolio of notebooks, recommend reorganization as needed and create standards to maintain notebooks.
  • Expert level experience with the current version of MS Office and experience using MS Visio.
  • Familiarity with technology acronyms, vernacular and lingo. Familiarity with basic  accounting terms.
  • Experience utilizing an accounting expense system.
  • Knowledge of and ability to complete computer-based training, as required.
  • Ability to build strong relationships internally and externally to collaborate effectively on cross-functional teams.
  • 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 of confidence. Required to use tact and diplomacy when dealing with others.
  • Must have ability to read, write, and communicate 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.
  • Must possess attention to detail, ability to balance multiple projects, and strong time management skills.
  • Must have ability to reason and apply common-sense understanding to situations encountered.
  • Ability to process routine daily functions while being able to resolve sensitive issues and complex assignments utilizing above average critical thinking skills.
  • Ability to work overtime as needed.
  • The physical demands of this position are representative of those that might be met by an employee in order for him or her to successfully perform the essential functions of the position.  These include being both mobile and stationary throughout the workday, having the ability to transport 20 pounds and being able to operate a computer and other business equipment found in the office.
Thompson Coburn LLP is a large, full service, multi-state firm with offices in Chicago, Los Angeles, 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, dependent care and medical reimbursement)
  • Paid Holidays
  • Paid Time Off (PTO)
  • Employee Assistance Program (EAP)
  • Employee Wellness Program
  • Tuition Reimbursement
  • College Savings Plan Deductions (529 Plans)
  • Long Term Care
Applicants interested in applying to Thompson Coburn LLP are required to complete our online application, which can be found by visiting the site below.
Equal Opportunity Employer M/F/D/V