Administrative Assistant Specialist

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.Join us and be part of a team where your voice matters, your work makes an impact, and your growth is a shared priority.Fuel the heartbeat of a fully remote, fast-paced engineering consulting firm as our next Administrative Assistant Specialist—the go-to pro who keeps operations smooth, projects on track, and teams connected nationwide. If you thrive on mastering Microsoft Office, leveraging AI tools, and pivoting seamlessly between strategic support and hands-on tasks, this role is your stage. Bring your organizational mastery, tech fluency, and problem-solving edge to a company where innovation and efficiency drive everything we do.Position Title: Administrative Assistant SpecialistPosition Location: Remote - work virtually from anywhere in the United StatesSALARYDLB 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 SUMMARYThe 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.ESSENTIAL FUNCTIONSGeneral Staff Support (75%)Provide word processing, proofreading, spreadsheet and data entry and reportingUpdate specifications files and resumesMaintains an organized system for tracking and implementing policy and procedure updates, ensuring compliance and efficiencyConducts research for employee and client gifts, including SWAG, and handles the purchasing process, ensuring timely delivery and adherence to budgetary guidelinesAssists and coordinate new hire and company training programs, including scheduling, delivery to staff and management of logistical detailsManages company swag: sourcing, ordering, inventory and distributionCoordinates employee and client gifts for events and milestonesPlans and execute team events including offsites, happy hours and Allhands meetingProvides general operations support across teams and track recurring administrative deadlinesSchedules and coordinate onboarding for new hires, prepare onboarding materials and collaborate with IT and HR for setupProcess signatories for internal proposals and maintain related documentationSupport expense reportingOwns special projects and cross functional initiatives from planning through completionTracks project timelines and deliverables, highlights risk and ensures follow upMaintains relationships with vendors and service providers, resolving issues promptlyExecutive / Director Support (25%)Book travel arrangements and register staff for industry events, including coordination, reservations and trackingSchedule managementCompany meeting presentation development and content coordination amongst contributorsSpecial projects as neededCompletion of Assigned Tasks and Deliverables