Administrative Assistant Specialist

DLB Associates

4h•Remote

About The Position

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. 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.

Requirements

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
Minimum of seven years of experience in an administrative support role, preferable in a technology-driven engineering or consulting services environment

Responsibilities

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
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

Benefits

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