Office Specialist

Key Responsibilities

Office Operations & Facilities

●       Oversee and execute daily office operations including ordering supplies, maintaining equipment, and coordinating with vendors (janitorial, landlord, copier, coffee services, etc.)

●       Manage office space upkeep, including kitchen cleanliness and lobby presentation

●       Coordinate with landlord for building access and security code updates

●       Process incoming and outgoing mail, schedule couriers and FedEx pickups

●       Manage and maintain Xerox and HP printer logs; organize monthly data and follow up on missing entries

●       Maintain the architectural seal cabinet

●       Serve as the point person for repairs and facilities support

Administrative Support & Document Management

●       Answer and direct incoming calls professionally; greet and escort office guests

●       Perform document filing, general clerical tasks, and ad hoc administrative support

●       Maintain and update internal forms and documents to reflect current formatting, letterhead, and fee structures

●       Conduct occasional standards compliance reviews of internal documents upon request

●       Coordinate with administration team to ensure seamless onboarding for new hires, including email and desk setup

Employee Support & Internal Coordination

●       Set up, update, and manage email signatures for all staff to align with branding and role changes

●       Manage Outlook distribution lists and add new employee info to internal Outlook folders (GDG Groupies and GDG Private)

●       Track and announce employee birthdays and anniversaries; manage milestone gifts and thank-you cards

●       Order flowers or acknowledgments for employee life events (e.g., baby, bereavement)

●       Maintain and update internal phone extension list and general Outlook information

●       Schedule and manage conference room calendars and internal meetings

●       Coordinate with staff to support company treat days, team lunches, and quarterly meetings

●       Prepare PowerPoint decks for quarterly company meetings

Community & Culture Support

●       Maintain and update holiday card list in collaboration with marketing

●       Serve as liaison for holiday giving programs (e.g., Saint Martha's Hall, Beyond Housing, toy drives)

Technology & Communication

●       Keep Outlook calendars, directories, and contact info updated based on received information

●       Provide technical administrative support to team members including help with email tools, calendars, and internal communications

Financial & Purchasing Support

●       Track office expenses and process purchases related to supplies, staff events, and acknowledgments

●       Assist in collecting and organizing mileage and expense reports for meetings and travel

Qualifications

Education:

●       Associates or Bachelor's degree in Office Administration, Business, or related field preferred

Experience:

● –5 years in an Office Specialist, Administrative Coordinator, or equivalent support role

●       Experience in a creative, design, or professional services environment is a plus

Skills & Attributes:

●       Strong organizational skills and attention to detail

●       Excellent written and verbal communication abilities

●       Proficiency in Microsoft Office Suite (Outlook, Excel, Word, PowerPoint)

●       Ability to multitask, prioritize, and manage time effectively in a dynamic environment

●       A servant leadership mindset with a willingness to support wherever needed

●       Ability to work independently and as part of a team

Working Conditions

●       Onsite role based in our St. Louis office

●       Some light travel or errands may be required occasionally

Physical Requirements

●       Ability to sit and use a computer for extended periods

●       Occasional light lifting (up to 25 lbs) for office materials or supplies

Benefits

● % employer-paid medical coverage for employees

● k) with discretionary employer match

●       Paid holidays and unlimited PTO

●       Fun, inclusive workplace culture that values growth and service

Gray Design Group is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.