Administrative Specialist

🔥 17 minutes ago

🏄 California, Colorado, +3 more states – Remote

🏄 California – Remote ⛰️ Colorado – Remote 🌽 Illinois – Remote 🗽 New York – Remote ☕ Washington – Remote

💵 $78.8k - $95.8k / year

⏰ Full Time

🟠 Senior

🔴 Lead

📋 Administrative Assistant

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DLB Associates

WebsiteLinkedInAll Job Openings

201 - 500 employees

Founded 1980

🎮 Gaming

📚 Education

⚡ Productivity

Gaming • Education • Productivity

DLB Associates is a company that offers a unique, fully interactive gamified experience for users, allowing them to choose how they want to engage with the content. Whether users prefer a fun and challenging approach or a straightforward presentation of facts, DLB Associates caters to diverse preferences in user experience.

📋 Description

• 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 • Manage 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 • Perform word processing, proofreading, spreadsheet data entry and reporting • Update specifications files • Create and maintain internal resumes • Manage proposal processes • Research Companywide, department events and travel coordination • Coordinate and support company training programs by scheduling, delivering to staff and managing all onboarding training logistics • Create, prepare, track and present internal company-wide meetings including monthly, quarterly and ad hoc sessions • Maintain an organized system for tracking and implementing policy and procedure updates ensuring compliance and efficiency, including proofreading these updates with 100% accuracy • Research and purchase employee and client gifts, internal and external SWAG and manage related logistics to ensure timely delivery and adherence to budgetary guidelines • Track and fulfill document requests ensuring accuracy and timely completion • Monitor and manage the company’s general email inbox and phone messages responding to inquiries and directing them appropriately • Special Projects as needed, including project management and coordination of small to moderate-scope initiatives • Travel arrangements and booking industry events, including coordination and reservations • Email and schedule management • Company meeting presentation development and content coordination amongst contributors • Expense management • Special projects for Departmental Directors • Assist with professional licensing • Completion of Assigned Tasks and Deliverables on Time and on Budget • Performs Other Related Duties as Assigned

🎯 Requirements

• Minimum of seven years of experience in a professional office or consulting services environment and providing executive level support • 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 • Advanced 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 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 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 or under limited 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 • Ability to communicate status proactively, keeping managers and stakeholders informed • Willingness to learn and consistently operate within DLB’s established communication standards, process framework and project-tracking tools

🏖️ Benefits

• 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