Administrative Senior Associate

Position Title: Administrative Senior 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 Senior Associate will have the opportunity to interface with all departments in the firm and is part of the Operations Team. The successful candidate 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 projects with accuracy and efficiency in a remote environment.

The Administrative Senior Associate will rely on directives and pre-established guidelines to perform the functions of the job.  This person will work under immediate supervision.

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

Essential Functions

General Staff Support (80%)

• Word processing, proofreading, spreadsheet data entry and reporting
• Updates to specifications files
• Assist with proposal processes
• Creation and maintenance of internal resumes
• Support company training programs by coordinating staff delivery and managing all onboarding training schedules
• Assist in the creation, preparation, tracking and presentation of internal company-wide meetings, including monthly, quarterly and ad hoc sessions
• Assist and track policy and procedure updates
• Assist with employee and client gift research and purchase
• Assist with swag logistics
• Assist with file management, including updates to new templates / standardization
• Assist with and track document requests, ensuring timely fulfillment and accurate recordkeeping
• Manage the company’s general email inbox and phone messages, responding to inquiries and directing them to the appropriate department or Manager

Director Support (20%)

• 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

Completion of Assigned Tasks and Deliverables on Time and on Budget

• Performs Other Related Duties as Assigned

Position Requirements (Intermediate level for all the following unless otherwise noted)

• 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
• 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 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 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 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 five 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

CO, CA, IL, NY, WA, and Washington DC residents only: In accordance with CO, CA, IL, NY, WA, and Washington DC law, the range provided is DLB's reasonable estimate of the base compensation for this role. The actual amount may differ based on non-discriminatory factors such as experience, knowledge, skills, abilities, and location.

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.