Match score not available

Unlock Premium Benefits Today!
🚀 Elevate your career with priority access.
Stand out to top recruiters with Jobgether Priority Access:
  • ✅ Top Match: We help you identify job offers where you're a perfect fit.
  • ✅ Exclusive Referral Service: Connect directly with recruiters as a Jobgether Certified Premium User.
  • ✅ Personalized Feedback: Receive feedback and expert guidance on applications, and have your profile manually reviewed.

Start Your Free Trial Now!

Start my free trial

Technical Administrative Assistant Specialist

unlimited holidays - extra parental leave
Remote: 
Full Remote
Contract: 
Full time
Work from: 
United States

Offer summary

Qualifications:

Minimum of seven years of experience in an administrative support role, preferably in a technology-driven environment., Proficient in MS Office Suite, AI tools, and database management., Strong problem-solving skills and ability to adapt in a fast-paced environment., Excellent communication skills, both oral and written. .

Key responsabilities:

  • Enhance administrative efficiency by managing digital tools and optimizing workflows.
  • Support staff and leadership with document handling and communication across departments.
  • Coordinate travel arrangements and manage scheduling for meetings and events.
  • Assist with proposal development, training programs, and special projects for department directors.

DLB Associates logo
DLB Associates SME http://www.dlbassociates.com/
201 - 500 Employees
See all jobs

Job description

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 limited to candidates located on the West Coast to ensure alignment with operational needs and time zone coverage.

Position Title: Technical Administrative Assistant Specialist
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 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.


ESSENTIAL FUNCTIONS
General Staff Support (75%)
  • 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
  • Provide technical support to staff for administrative software applications
  • Provide word processing, proofreading, spreadsheet and data entry and reporting
  • Update specifications files and resumes
  • Support proposal development and production process
  • Maintain an organized system for tracking and implementing policy and procedure updates, ensuring compliance and efficiency
  • Conduct research for employee and client gifts and handle the purchasing process, ensuring timely delivery and adherence to budgetary guidelines
  • Monitor and manage the general company email inbox and phone messages
  • Assist and coordinate new hire and company training programs, including scheduling, delivery to staff and management of logistical details

Executive / Director Support (25%)
  • Book travel arrangements and register staff for industry events, including coordination, reservations and tracking
  • Email and schedule management
  • Company meeting presentation development and content coordination amongst contributors
  • Expense management
  • Special projects for Department Directors
  • Assist with professional licensing

Completion of Assigned Tasks and Deliverables on Time and on Budget
Performs Other Related Duties as Assigned


Requirements
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

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
  • May occasionally lift up to 20 pounds

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 seven years of experience in an administrative support role, preferable in a technology-driven engineering or consulting services environment


Benefits
DLB Associates is an EEO/Affirmative Action Employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, protected veteran status, disability or any other legally protected status.

We are committed to diversifying our workforce.

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)
  • Health reimbursement account (HRA), 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

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.

Required profile

Experience

Industry :
Spoken language(s):
English
Check out the description to know which languages are mandatory.

Other Skills

  • Detail Oriented
  • Self-Motivation
  • Teamwork
  • Communication
Are you interested?

Administrative Assistant Related jobs

See more Administrative Assistant jobs