DLB Associates is a premier engineering and consulting firm specializing in innovative, mission-critical solutions across hyperscale data centers, advanced infrastructure, and high-performance building systems. With over four decades of expertise, we partner with some of the world’s most influential companies to design and optimize environments that demand precision, scalability, and resilience.

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.

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

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

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 pound