Note: The job is a remote job and is open to candidates in USA. DLB Associates is a premier engineering and consulting firm specializing in innovative, mission-critical solutions. The Administrative Specialist plays a crucial role in boosting organizational efficiency by utilizing advanced software and digital tools to streamline processes and support ongoing improvements.
Responsibilities
- Support the software-defined organization by managing files, facilitating the transition to new digital formats, updating templates and standardizations, and contributing to continuous improvement initiatives
- Manage files, facilitating the transition to new digital formats, updating templates and standardizations and contributing to continuous improvement initiatives
- Provide technical support to staff for administrative software applications
- Perform word processing, proofreading, spreadsheet data entry and reporting
- Update specifications files
- Create and maintain internal resumes
- Manage proposal processes
- Research
- Companywide, department events and travel coordination
- Coordinate and support company training programs by scheduling, delivering to staff and managing all onboarding training logistics
- Create, prepare, track and present internal company-wide meetings including monthly, quarterly and ad hoc sessions
- Maintain an organized system for tracking and implementing policy and procedure updates ensuring compliance and efficiency, including proofreading these updates with 100% accuracy
- Research and purchase employee and client gifts, internal and external SWAG and manage related logistics to ensure timely delivery and adherence to budgetary guidelines
- Track and fulfill document requests ensuring accuracy and timely completion
- Monitor and manage the company’s general email inbox and phone messages responding to inquiries and directing them appropriately
- Special Projects as needed, including project management and coordination of small to moderate-scope initiatives
- Travel arrangements and booking industry events, including coordination and reservations
- Email and schedule management
- Company meeting presentation development and content coordination amongst contributors
- Expense management
- Special projects for Departmental Directors
- Assist with professional licensing
- Performs Other Related Duties as Assigned
Skills
- Minimum of seven years of experience in a professional office or consulting services environment and providing executive level support
- Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, designing forms and other office procedures and terminology
- Knowledge of booking and arranging travel and events
- Demonstrate continued and progressive knowledge of administrative tasks required for an engineering firm
- Advanced skill in 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 completing assignments accurately and with attention to detail
- Skill in typing with minimal errors
- Ability to maintain confidentiality and handle sensitive information
- Ability to work successfully in a remote environment through effective communication and organizational skills, self-motivation, 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 or under limited 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
- Ability to communicate status proactively, keeping managers and stakeholders informed
- Willingness to learn and consistently operate within DLB's established communication standards, process framework and project-tracking tools
Benefits
- Choice of comprehensive medical plans (including two PPO-style plans and a HDHP w/ HSA option)
- 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
Company Overview