Fuel the heartbeat of a fully remote, fast-paced engineering consulting firm as our next Administrative Assistant Specialist—the go-to pro who keeps operations smooth, projects on track, and teams connected nationwide. If you thrive on mastering Microsoft Office, leveraging AI tools, and pivoting seamlessly between strategic support and hands-on tasks, this role is your stage. Bring your organizational mastery, tech fluency, and problem-solving edge to a company where innovation and efficiency drive everything we do.
Position Title: Administrative Assistant Specialist
Position Location: Remote - work virtually from anywhere in the United States
SALARY
DLB recognizes salary ranges from job boards do not necessarily reflect our pay ranges. In many instances we out-compete those ranges for well-qualified candidates.
JOB SUMMARY
The Administrative Assistant Specialist plays a crucial role in boosting the organization’s administrative efficiency by driving continuous improvement in operational processes. This individual demonstrates strong problem-solving skills, fosters collaborative teamwork and maintains a sharp focus on meeting deadlines—bringing deep administrative knowledge and organizational expertise to the position. The ideal candidate should be proficient in MS Office Suite, AI tools and adapting to various digital platforms.
The ideal candidate is an advanced Microsoft Word user and has a high degree of proficiency in all Microsoft Suite applications, collaboration platforms and modern productivity tools. This role operates in a dynamic, fast-paced environment where priorities frequently shift, requiring adaptability and resourcefulness. Responsibilities span from routine, essential administrative functions to cross-functional coordination and strategic support initiatives.
Success in this role demands the ability to manage multiple priorities, pivot swiftly in response to evolving business needs and effectively handle both straightforward and complex projects with accuracy and efficiency in a remote environment.
The Administrative Assistant Specialist is pivotal in supporting general staff operations and executive functions, ensuring smooth internal workflows, meticulous documentation and effective communication. This individual works collaboratively across departments and serves as a key member of the Operations Team, contributing to a strong organizational foundation.
The Specialist receives limited direction on day-to-day work and general instruction on new projects, tasks or assignments. They are expected to execute and support leadership on assignments of varying scope while working independently or under limited supervision. This role communicates and operates in alignment with organizational goals, values and departmental objectives.
ESSENTIAL FUNCTIONS
General Staff Support (75%)
- Provide word processing, proofreading, spreadsheet and data entry and reporting
- Update specifications files and resumes
- Maintains an organized system for tracking and implementing policy and procedure updates, ensuring compliance and efficiency
- Conducts research for employee and client gifts, including SWAG, and handles the purchasing process, ensuring timely delivery and adherence to budgetary guidelines
- Assists and coordinate new hire and company training programs, including scheduling, delivery to staff and management of logistical details
- Manages company swag: sourcing, ordering, inventory and distribution
- Coordinates employee and client gifts for events and milestones
- Plans and execute team events including offsites, happy hours and Allhands meeting
- Provides general operations support across teams and track recurring administrative deadlines
- Schedules and coordinate onboarding for new hires, prepare onboarding materials and collaborate with IT and HR for setup
- Process signatories for internal proposals and maintain related documentation
- Support expense reporting
- Owns special projects and cross functional initiatives from planning through completion
- Tracks project timelines and deliverables, highlights risk and ensures follow up
- Maintains relationships with vendors and service providers, resolving issues promptly
Executive / Director Support (25%)
- Book travel arrangements and register staff for industry events, including coordination, reservations and tracking
- Schedule management
- Company meeting presentation development and content coordination amongst contributors
- Special projects as needed
Completion of Assigned Tasks and Deliverables on Time and on Budget
Performs Other Related Duties as Assigned
POSITION REQUIREMENTS (INTERMEDIATE LEVEL FOR ALL THE FOLLOWING UNLESS OTHERWISE NOTED)
- Knowledge of administrative support functions including managing files, documenting processes, designing forms and templates using themes and styles, etc.
- Knowledge of continuous process improvement
- Demonstrate continued and progressive knowledge of administrative tasks required for an engineering firm
- Skill in booking and arranging travel and events
- Advanced skill using MS Office Suite (Excel, Word, Outlook, PowerPoint, Teams, SharePoint) and Adobe (and / or Bluebeam)
- Skill using artificial intelligence, machine learning and generative artificial intelligence
- Skill in database administration and analytics
- Skill in completing assignments accurately and with attention to detail
- Ability to leverage AI and emerging technologies to streamline workflows, optimize operational processes, and contribute to company-wide innovation.
- Ability to analyze situations using critical thinking to determine options for path forward
- Ability to maintain confidentiality and handle sensitive information
- Ability to work successfully in a remote environment through effective communication and organizational skills, self-motivation, self-direction, proactiveness and resourcefulness in a distraction free workspace
- Ability to maintain neat, orderly, complete documents and project files
- Ability to analyze and prepare documents, reports and correspondence
- Ability to communicate effectively in both oral and written form (technical and non-technical information)
- Ability to work successfully as a member of a team and independently with supervision
- Ability to work under pressure and meet close deadlines
- Organizational skills, with the ability to manage multiple tasks simultaneously and adapt to changing business requirements as necessary
PHYSICAL DEMANDS
The following physical demands must be met by the employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is
- Frequently required to remain in a stationary position
- Frequently moving through home office
- May occasionally lift up to 20 pounds
TRAVEL REQUIREMENTS
- Up to 5%, this may include travel to any or all 50 US states
- Travel is defined as physically leaving home on behalf of business activities including but not limited to client sites, meetings with other employees, meeting for business development purposes, running errands on behalf of the business, attending industry conferences, etc.
EDUCATION / EXPERIENCE
- Minimum of seven years of experience in an administrative support role, preferable in a technology-driven engineering or consulting services environment
Benefits
DLB Associates offers a very competitive benefits package; highlights include
- Choice of comprehensive medical plans (including two PPO-style plans and a HDHP w/ HSA option)
- Health reimbursement account (HRA), flex spending accounts (FSA)
- Dental and vision plans
- Comprehensive medical, dental and vision benefits extended to spouse / domestic partner and dependent children up to age 26
- 401k with company match and self-directed brokerage account option
- PTO including additional paid time off during the last week of the year
- Company paid life insurance coverage for employees and their eligible dependents
- Short and long-term disability, AD&D coverage
- Professional development opportunities, tuition reimbursement and professional licensing assistance
- Paid parental leave after one year of employment
DLB Associates is an EEO/Affirmative Action Employer and participates in the E-Verify program with the Department of Homeland Security. We encourage diversity in our workforce.
Are you ready to challenge yourself and redefine standards in the AEC industry? Apply now and join our award-winning team!
NOTICE TO THIRD PARTY AGENCIES:
DLB does not accept unsolicited resumes from recruiters, employment agencies, or other staffing services. Unsolicited resumes include any resume or hiring document sent to DLB in the absence of a signed Service Agreement where DLB has expressly requested recruitment/staffing services specific to the position at hand. Any unsolicited resumes, including those submitted to hiring managers or other business leaders, will become the property of DLB and DLB will have the right to hire that candidate without reservation – no fee or other compensation will be owed or paid to the recruiter, employment agency, or other staffing service.