Administrative Assistant - IT Department


Are you looking for an opportunity to be a vital part of a team and contribute to the success of an award-winning organization? If you are seeking an administrative role where you can use your strong organizational skills and eye for detail, Thompson Coburn LLP  has an exciting opportunity to work in a fast-paced, innovative, and collaborative environment.  We are seeking candidates for this non-exempt position in our St. Louis office to support the Firm’s IT Department and Chief Information Officer in an administrative role. 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. Strong interest in technology and basic knowledge of accounting is helpful.

Job Responsibilities

  • Manages all administrative functions of the Firm’s IT Department.
  • Prepares agendas and makes arrangements for meetings.  Compiles, transcribes and distributes agendas and meeting minutes as necessary.
  • 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.
  • Coordinates all travel arrangements as requested.
  • Performs other administrative duties as directed by the CIO.

Job Requirements

  • Must possess superior organizational skills.
  • Proficiency in MS Excel with demonstrated ability to 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 is preferred.
  • Familiarity with technology acronyms, vernacular and lingo. Familiarity with basic  accounting terms.
  •  Experience with accounting expense systems.
  • 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