Administrative Senior Associate

Position Title: Administrative Senior Associate  

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

Note: This position requires coverage of standard business hours, 8:00 AM – 5:00 PM, Monday through Friday, in the designated time zone (either CST, PST or a combination of both). 

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 is part of the Admin Operations Team. The successful candidate will interface across all departments and demonstrate strong problem-solving skills, effective teamwork, accountability and respect for deadlines while providing high-quality administrative talents. 

This role operates in a dynamic, fast-paced, high-volume environment where priorities frequently shift. Success demands the ability to juggle many responsibilities at once, pivot mid-task in response to changing business needs, and hold quality, accuracy and follow-through steady regardless of workload. 

The Administrative Senior Associate is expected to exercise critical thinking and independent judgment — identifying issues early and surfacing them at the right moment. Ownership is central to the role. The successful candidate will be willing to learn, adopt and consistently operate within our communication standards, iterative process framework and project-tracking tools. 

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 

• 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 with updates and proofreading policy and procedure updates with 100% accuracy 

• 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 

• Special Projects as needed including skill and learning of basic small project management / coordination 

• 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 as needed 

1. 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 communicate status proactively, keeping managers and stakeholders informed before updates are requested 

• Ability to receive feedback, redirection and pushback constructively, treating them as part of ongoing development rather than personal criticism 

• Willingness to learn and consistently operate within DLB’s established communication standards, process framework and project-tracking tools 

• 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.