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EXECUTIVE ASSISTANTPosted by: Thompson Coburn LLP
Posted date: 2013-Sep-30
Location: St. Louis City, MO
Thompson Coburn LLP currently has a non-exempt position available in our St. Louis office for a full time Executive Assistant with a minimum of 3 years of experience serving in a professional role or serving as a strategic-minded executive assistant in a mid-sized to large professional services firm or corporate environment, preferably a law firm. Qualified applicants will possess an Associate degree in addition to proficiency utilizing Microsoft Outlook, Word, Excel, and PowerPoint. Preferred candidates will have a Bachelor of Science degree in Business Administration or similar field. A working knowledge of corporate financial documents and budget preparation is preferred as is a background and experience in a sales support role. The person selected for this position must be able to work closely with a diverse group of people in a fast-paced environment.
Prepares and reviews reports, memos, letters, financial statements, presentation materials, expense reports, budgets and other documents, using word processing, spreadsheet, database, or presentation software.ï¿½Conducts preliminary review of reports and other materials requiring COO approval and advises of proper action to take.
Conducts research, compiles data, and prepares information for consideration and presentation to executives, committees and boards of directors as instructed by the COO or the Director of Business Development.
Anticipates and analyzes problems and issues, determines approach, and offers solutions and recommendations to the COO.
Prepares agendas and makes arrangements for committee, board, and other meetings. Compiles, transcribes, and distributes agendas and minutes of meetings, all of which are sensitive and confidential in nature.
Serves as the liaison between the COO, administrative directors, members of the Firm’s committees, partners and visitors as required.
Thinks ahead and takes independent action on handling requests, determining appropriate course of action and intervening on particular tasks when necessary, while keeping supervisor informed at all times.
Establishes, maintains and updates files (both electronic and paper) databases, records and other organizational mechanisms in place.
Manages, coordinates and maintains the schedules of the COO and the Director of Business Development.
Reviews and updates operating practices and procedures to determine whether improvements can be made in areas such as workflow, reporting procedures, or expenditures.
Handles all incoming/outgoing mail, faxes and email as directed.
Coordinates all travel arrangements for the executives supported.
Manages information systems, databases, research tools and other resources for the COO and the Director of Business Development.
This position has the following requirements:
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.ï¿½Required to use tact and diplomacy when dealing with others.
Must have a sophisticated understanding of, and commitment to, providing an extraordinary level of client service.
Must possess a high degree of energy and a sense of urgency and be able to work a flexible schedule so as to meet the needs of the COO and the Director of Business Development.
Must be facile in use of available technology tools to support the executives.
Must display an aptitude for working in a fast-paced environment with a demonstrated ability to work autonomously, take direction and exercise good judgment.
Must possess a high attention to detail, the ability to balance multiple projects and have strong project and 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.
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.
The physical demands described herein are representative of those that must be met by an employee in order for him or her to successfully perform the essential functions of this position. While performing the duties of this position, the employee is regularly required to:
remain in a stationary position the majority of the work day;
be able to move about inside the office to access various items;
must be able to elevate and transport items up to 15 pounds; constantly operate office machinery including but not limited to computers, computer mouse, hand held devices, and copy machines
Thompson Coburn LLP, is a large full service, multi-state firm with offices in Chicago, St. Louis, Southern Illinois and Washington D.C.ï¿½At 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 and Vision Insurance through United Healthcare
Life Insurance & ADD policies
Short & Long Term Disability Insurance
Paid Parental Leave
Firm paid 401(k) & Profit Sharing plans
Section 125 Plan (Pre-tax premiums, dependent care and medical reimbursement)
Paid Time Off (PTO)
Employee Assistance Program (EAP)
Employee Wellness Program
College Savings Plan Deductions (529 Plans)
Long Term Care
Applicants interested in applying to Thompson Coburn LLP are required to complete our application, which can be found by visiting the site below.
Equal Opportunity Employer M/F/D/V