Job Description

We are looking for an Executive Assistant to join our Baltimore team! Grace Design Studios continues to experience substantial growth in size and reputation. Our framework is built on outstanding reputation and legacy, making us a regional powerhouse with national-level capacity and expertise. We offer in-depth knowledge of a broad range of market sectors including Healthcare, K-12 Education, Justice and Higher Education.

The Executive Assistant is responsible for providing executive-level administrative support with the highest degree of professionalism and confidentiality. As a member of the Administrative Team, responsibilities include supporting overall administrative operations, collaborating with other administrative staff across the firm, and contributing to a positive and productive work environment.

Responsibilities

• Work closely and effectively with Partners to keep them well-informed of upcoming commitments and responsibilities, following up appropriately.
• Provide administrative support requiring a high-level of confidentiality, initiative, and sound decision-making.
• Maintain calendar, including scheduling meetings, appointments, and travel arrangements. Exercise discretion in committing time and evaluating needs.
• Coordinate travel arrangements, including air fare, lodging, and transportation; create and maintain itineraries, and process event registrations as needed in a timely manner with attention to detail and accuracy.
• Create, proof, and edit complex documents, proposals, presentations, and spreadsheets in a timely manner with attention to detail and accuracy.
• Organize meetings, conference calls and events using Microsoft Outlook & Microsoft Teams; prepare agendas, make copies, set up rooms, order/pick up/layout refreshments.
• Collaborate with administrative staff firm-wide, participating in meetings and special projects as directed.
• Attend meetings and take notes of discussion; prepare the initial draft of minutes and summaries.
• Handle printing, faxing, mail/overnight packages, copying, filing, and email/messages.
• Other additional and/or alternative duties as assigned from time to time, including supporting other departments or Executives as needed.

Required Skills

• Five (5) years’ relevant experience supporting executives, preferably in a professional services environment.
• B.A. or equivalent combination of relevant work experience and education
• Exhibits polite and professional communication via phone, e-mail, and mail
• Working knowledge of office equipment, like printers and fax machines
• Proficiency in MS Office (MS Excel and MS PowerPoint, in particular)
• Excellent time management skills and the ability to prioritize work
• Strong organizational skills with the ability to multi-task

Benefits

• Employer-paid health insurance, effective the 1st of the month after date of hire
• Profit sharing bonuses
• 401(k) plan with an employer match
• Employer-paid short-term disability, long-term disability, and life and AD&D insurance
• Other voluntary benefits including vision, dental, accident insurance, critical illness, hospital indemnity, and supplemental life insurance are available
• Paid Time Off
• Holidays
• Employee Assistance Program

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