This is a remote position.
DLB Associates is a leading engineering and consulting firm committed to innovation and operational excellence. We thrive in a fast-paced, technology-driven environment, requiring adaptability and strong problem-solving skills.
As a Technical Administrative Assistant Specialist, you will play a key role in enhancing administrative efficiency, streamlining processes, and supporting staff and leadership. This remote role involves managing digital tools, optimizing workflows, and ensuring seamless communication and document handling across departments. It’s a great opportunity to contribute to DLB’s growth while working in a dynamic and collaborative environment.

THIS POSITION IS OPEN TO CANDIDATES LOCATED ON THE WEST COAST OR THOSE WILLING TO WORK WEST COAST HOURS TO ENSURE ALIGNMENT WITH OPERATIONAL NEEDS AND TIME ZONE REQUIREMENTS.

Position Title: Technical Administrative Assistant Specialist
Position Location: Remote – Work virtually from anywhere in the United States, with a preference for West Coast candidates or those willing to work West Coast hours.

JOB SUMMARY

The Technical Administrative Assistant Specialist plays a crucial role in boosting the organization’s administrative efficiency by utilizing advanced digital tools and spearheading ongoing process improvements. This individual will demonstrate strong problem-solving skills, foster collaborative teamwork and maintain a sharp focus on meeting deadlines while contributing significant administrative knowledge to the position. The ideal candidate should be proficient in MS Office Suite, AI tools and database management.
This role operates in a dynamic, fast-paced environment where priorities frequently shift, requiring adaptability and strong problem-solving skills. Responsibilities span from routine, essential tasks that are less complex to high-level, strategic operational initiatives. Success in this role demands the ability to juggle multiple priorities, pivot swiftly in response to changing business needs and effectively handle both straightforward and complex projects with accuracy and efficiency in a remote environment.
This role is pivotal in supporting general staff operations, executive functions and field services, ensuring seamless file management, meticulous document handling and effective communication. They will work collaboratively with various departments within the company, serving as a key member of the Operations Team.
The specialist will develop close working relationships with multiple departments, providing vital support to enhance team efficiency.
The Technical Administrative Assistant Specialist receives limited direction on day-to-day work and general instruction on new projects, tasks or assignments. Will execute and assist team leadership on projects, tasks or assignments of complex scope. Will work independently or under limited supervision.
The Technical Administrative Assistant Specialist will communicate and operate in line with organizational goals and values, as well as 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 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 thru 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 statesTravel 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