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About DLB Associates

DLB Associates is a leading engineering and consulting firm focused on delivering innovative, mission-critical solutions in hyperscale data centers, advanced infrastructure, and high-performance building systems. With over 40 years of industry experience, we collaborate with some of the world’s top companies to create optimized, scalable, and resilient environments.

As part of our team, you will have the opportunity to make a meaningful impact, be heard, and grow professionally in a supportive environment.

Position Overview

The Administrative Specialist role is key to boosting operational effectiveness by applying advanced software tools and digital applications to streamline workflows and drive continuous improvements. The ideal candidate will demonstrate strong technical skills, especially in MS Office Suite, database management, and AI technologies, to enhance daily operations and team productivity.

This fast-paced position demands flexibility, good judgment, and problem-solving agility, handling everything from routine administrative tasks to complex projects often with limited supervision. The Specialist plays a crucial role maintaining file organization, facilitating clear communication, and coordinating efforts across departments while continuously looking for ways to improve processes and support organizational goals.

Key Responsibilities

Manage digital file systems and support the transition to new formats and updated standard templates, driving ongoing process enhancements.
Provide technical assistance for administrative software applications used by staff.
Handle word processing, proofreading, data entry, reporting, and update specification files.
Create and maintain internal resumes and manage proposal workflows.
Conduct research tasks, organize company events, travel coordination, and support training program logistics including onboarding.
Prepare, track, and coordinate internal meetings with presentations for monthly, quarterly, and special sessions.
Maintain systems for tracking policy and procedural updates, ensuring accuracy and compliance.
Manage procurement and logistics for employee and client gifts and promotional items within budget and timelines.
Monitor company-wide email inbox and phone messages to respond or redirect inquiries appropriately.
Support special projects including project management tasks for small to moderate initiatives as needed.
Provide executive and director-level assistance such as managing travel and event bookings, email and calendar management, presentation content coordination, expense reporting, and professional licensing support.

Required Qualifications

At least seven years of experience in professional office or consulting settings with executive support exposure.
Familiarity with administrative systems, clerical procedures, file management, and form design.
Competence in managing travel and event bookings.
Advanced proficiency in Microsoft Office Suite (Excel, Word, Outlook, PowerPoint, Teams, SharePoint) and Adobe or similar software.
Experience utilizing artificial intelligence, machine learning, or generative AI tools.
High accuracy and attention to detail in task completion.
Strong typing skills with minimal errors.
Ability to maintain confidentiality and manage sensitive information appropriately.
Capacity to work effectively in a remote environment with self-motivation, excellent communication, and organizational skills.
Ability to keep organized, complete project files, and analyze and prepare technical and non-technical documents and reports.
Strong oral and written communication skills.
Capability to work independently or collaboratively with limited supervision.
Ability to handle multiple tasks under pressure, meet deadlines and communicate status proactively.
Commitment to learning and consistently applying company communication standards, process frameworks, and project tracking systems.

Physical Demands & Travel

Position requires frequent stationary sitting and moving about in the home office.
Occasional lifting up to 20 pounds may be necessary.
Travel commitments up to 5% within any US state for client meetings, conferences, or business activities.

Compensation and Benefits

The base salary ranges from $78,750 to $95,812.50 annually, with actual pay reflecting candidates’ experience and location. We offer a competitive benefits package including:

Comprehensive medical plans with PPO and HDHP w/HSA options.
Dental and vision insurance covering employees and dependents.
Flexible spending accounts.
401(k) with employer match and brokerage options.
Paid time off including an extra week at year-end.
Company-paid life insurance and disability coverage.
Professional development, tuition reimbursement, and licensing assistance.
Paid parental leave after one year of employment.

Additional Information

DLB Associates is an equal opportunity employer committed to diversity and participates in the E-Verify program.

We do not accept unsolicited resumes from agencies without an explicit signed agreement. Unsolicited resumes become company property and no fees will be paid.

Administrative Specialist