Note: The job is a remote job and is open to candidates in USA. DLB Associates is part of the QC Ecosystem, which provides centralized operational services across companies delivering solutions in the data center industry. The Executive Administrative Assistant will provide high-touch support to senior leadership by managing calendars, communications, travel, events, reporting, and confidential information in a fully remote environment. The role also supports strategic initiatives, cross-functional coordination, and process improvements using automation and AI tools.
Responsibilities
- Manage complex, multi‑time‑zone calendars for leadership - anticipating conflicts and proactively negotiating solutions
- Triage high-volume email and draft, proofread and format executive correspondence, slide decks and proposals
- Serve as day-to-day point of contact for internal and external stakeholders, ensuring leaders stay focused on high-value priorities
- Coordinate domestic and international travel, including visas, risk-mitigation protocols and on-site logistics
- Plan and execute hybrid / virtual leadership off-sites, annual strategy sessions and executive briefings end-to-end
- Handle industry-event registrations and related logistics; reconcile expense reports to maintain budget compliance
- Assemble and circulate weekly leadership status reports, synthesizing inputs from multiple departments into concise executive summaries
- Track action items and follow-ups, ensuring timely completion and transparent communication across functional teams
- Provide project-management support for strategic initiatives as needed
- Maintain confidential files and records, ensuring adherence to policies and security protocol
- Identify and implement process improvements that streamline administrative workflows and enhance virtual collaboration—including automation and AI tools
- Completion of Assigned Tasks and Deliverables on Time and on Budget
- Performs Other Related Duties as Assigned
Skills
- Knowledge of administrative and clerical procedures and systems such as word processing (advanced Word), 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
- Skill in using MS Office Suite (Excel, Word, Outlook, PowerPoint, Teams)
- Skill using artificial intelligence, machine learning and generative artificial intelligence
- Skill in completing assignments accurately and with attention to detail
- Ability to conduct a high degree of independent research, with a strong emphasis on leveraging AI tools
- Ability to maintain confidentiality and handle sensitive information
- Ability to work iteratively, clarifying scope, giving interim updates, proactive follow-up and confirming completion
- 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 independently and collaboratively with remote team members
- Ability to effectively plan and delegate the work of others
- Ability to work under pressure and meet close deadlines
- Organizational skills, with the ability to manage multiple tasks simultaneously, and adapt as necessary to changing demands
- Frequently required to remain in a stationary position
- Frequently moving through home office
- May be required to lift up to 20 pounds
- Up to 5%, this may include travel to any or all 50 US states
- Minimum 10 years in senior-level administrative roles engineering or consulting services environment, with at least 5 years directly supporting upper management/leadership
Benefits
- 100% remote work arrangement
- Choice of comprehensive medical plans, including two PPO-style plans and a HDHP with 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
- 401(k) 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 and AD&D coverage
- Professional development opportunities
- Tuition reimbursement
- Professional licensing assistance
- Paid parental leave after one year of employment
Company Overview