Administrative Specialist

DLB Associates

Administrative Specialist enhancing productivity through technical proficiencies at DLB Associates. Executing administrative tasks and supporting executive functions in a remote environment.

Posted 7/22/2026full-timeRemote • California, Colorado, Illinois, New York, Washington • 🇺🇸 United StatesSeniorLead💰 $78,750 - $95,812 per yearWebsite

Core Competencies

Role fit

Core Competencies

Use this summary to align your resume positioning with the role.

Demonstrates advanced proficiency in MS Office Suite and Adobe tools, with a strong focus on administrative support, project management, and effective communication. Capable of maintaining confidentiality, managing multiple tasks, and ensuring compliance with organizational standards.

Highest-signal resume keywords

MS Office Suite ExpertiseProject Management SkillsAdministrative Support ExperienceAttention to DetailEffective Communication

ATS Keywords

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Applicant Tracking System Keywords

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Hard Skills

Word ProcessingSpreadsheet Data EntryDocument ManagementTravel CoordinationProposal ManagementTechnical SupportPolicy and Procedure ComplianceMeeting Presentation DevelopmentExpense ManagementTyping Accuracy

Soft Skills

Organizational SkillsSelf-MotivationProactivenessTeam CollaborationAdaptability

Tools & Technologies

AdobeBluebeamArtificial IntelligenceMachine LearningGenerative Artificial Intelligence

Industry Keywords

Professional Office EnvironmentConsulting ServicesEngineering FirmConfidentialityRemote Work

About the role

Key responsibilities & impact

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

Requirements

What you’ll need

Minimum of seven years of experience in a professional office or consulting services environment and providing executive level support
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

Benefits

Comp & perks

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