Office Specialist

Gray Design Group • St. Louis, MO

10d • Onsite

About The Position

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

Requirements

• Associates or Bachelor’s degree in Office Administration, Business, or related field preferred
• 3–5 years in an Office Specialist, Administrative Coordinator, or equivalent support role
• 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
• Ability to sit and use a computer for extended periods
• Occasional light lifting (up to 25 lbs) for office materials or supplies
• Onsite role based in our St. Louis office
• Some light travel or errands may be required occasionally

Nice To Haves

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

Responsibilities

• 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
• 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
• 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
• 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)
• 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
• 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

Benefits

• 100% employer-paid medical coverage for employees
• 401(k) with discretionary employer match
• Paid holidays and unlimited PTO
• Fun, inclusive workplace culture that values growth and service

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree