Position Title: Administrative Assistant Associate

Position Location: Remote - work virtually from anywhere in the United States

Salary

DLB recognizes salary ranges from job boards do not necessarily reflect our pay ranges. In many instances we out-compete those ranges for well-qualified candidates.

Job Summary

The Administrative Assistant Associate will have the opportunity to interface with all departments in the firm. They will demonstrate problem-solving skills, effective teamwork and respect for deadlines while providing administrative talents.

This role operates in a dynamic, fast-paced environment where priorities frequently shift, requiring adaptability and strong problem-solving skills. Success in this role demands the ability to juggle multiple priorities, pivot swiftly in response to changing business needs and effectively handle both projects with accuracy and efficiency in a remote environment.

This role is pivotal in supporting general staff operations, 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 Administrative Assistant Associate will rely on instructions and pre-established guidelines to perform the functions of the job.  This person will work under immediate supervision.

The Administrative Assistant Associate will communicate and operate in line with organizational goals and values, as well as departmental objectives.

Essential Functions

General Staff Support (70%)

File and Document Management: Maintain digital files, update templates and standardized formats, manage specifications files and track document requests, policies and procedures.
Content Creation and Editing: Perform word processing, proofreading, spreadsheet management, data entry and reporting. Assist with proposal development and production and company presentations.
Administrative Support: Monitor and manage the general company email inbox and phone messages, responding to inquiries and directing them appropriately. Assist with employee and client gift research and purchases.
Training and Research: Support company training programs, including delivery to staff, and conduct various research as needed.

Travel & Event Coordination (30%)

Travel Support: Assist with travel arrangements, industry and conference event bookings and scheduling. Manage event tracking, eetings and related logistics.
Expense & Special Projects: Provide expense management support and contribute to special projects as needed.

Completion of Assigned Tasks and Deliverables on Time and on Budget

Performs Other Related Duties as Assigned

Position Requirements (Beginner level)

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/Bluebeam
Skill using artificial intelligence, machine learning and generative artificial intelligence
Ability to leverage AI and emerging technologies to streamline workflows, optimize operational processes, and contribute to company-wide innovation
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 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

Physical Demands

The following physical demands must be met by the employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is

Frequently required to remain in a stationary position
Frequently moving through home office

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 two years of experience in a professional office or consulting services environment

Benefits

DLB Associates offers a very competitive benefits package; highlights include

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

DLB Associates is an EEO/Affirmative Action Employer and participates in the E-Verify program with the Department of Homeland Security. We encourage diversity in our workforce.

Are you ready to challenge yourself and redefine standards in the AEC industry? Apply now and join our award-winning team!

NOTICE TO THIRD PARTY AGENCIES:

DLB does not accept unsolicited resumes from recruiters, employment agencies, or other staffing services. Unsolicited resumes include any resume or hiring document sent to DLB in the absence of a signed Service Agreement where DLB has expressly requested recruitment/staffing services specific to the position at hand. Any unsolicited resumes, including those submitted to hiring managers or other business leaders, will become the property of DLB and DLB will have the right to hire that candidate without reservation – no fee or other compensation will be owed or paid to the recruiter, employment agency, or other staffing service.

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Administrative Assistant Associate