Administrative Specialist

DLB Associates

8d•$78,750 - $95,813•Remote

About The Position

The Administrative Specialist plays a crucial role in boosting organizational efficiency by utilizing advanced software, applications and digital tools to streamline processes and support ongoing improvements. The ideal candidate brings strong technical proficiency, including expertise in MS Office Suite, database management and AI tools, applying these skills to strengthen day-to-day operations and enhance team performance. This role operates in a fast-paced environment where priorities frequently shift, requiring adaptability, sound judgment and problem-solving ability. The Specialist manages a wide range of responsibilities, from routine administrative tasks to complex projects, working independently or under limited supervision while adhering to established team processes and directives. At the same time, they are expected to identify opportunities to refine and improve these processes contributing to the continuous advancement of departmental efficiency. They support both executive functions and general staff operations through accurate file management, effective communication and seamless coordination across departments. As a member of the Operations Team, the Specialist collaborates closely with colleagues across the organization, building strong relationships and ensuring work is aligned with company goals, values and departmental objectives. Success in this position depends on the ability to balance multiple priorities, pivot quickly in response to changing needs and consistently deliver results with efficiency and professionalism in a remote setting. Ownership is central to this role. The Administrative Specialist is expected to exercise critical thinking and independent judgment—identifying issues early and surfacing them at the right moment—while holding quality, accuracy and follow-through steady regardless of workload. The successful candidate will learn, adopt and consistently operate within DLB’s communication standards, iterative process framework and project-tracking tools. The Administrative Specialist will receive limited direction on day-to-day work and general instruction on new projects or assignments and will execute and assist leadership on projects of complex scope. They will work independently or under limited supervision. The Administrative Specialist will communicate and operate in line with organizational goals and values, as well as departmental objectives.

Requirements

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

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
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)
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