Job description
Looking to join an award-winning company in the AEC industry?
DLB Associates is an innovative industry leader in consulting and design engineering. For more than four decades we have advanced the development of sustainable, high-performing infrastructure through our first-class Engineering Design Services which are driven by exceptional professionals like you.
Our work is mechanically and electrically intensive and includes designing some of the most advanced mission critical technology spaces in the world.
We contribute to the development of forward-thinking standards and technologies. Our innovative culture is one that seeks to continuously challenge and optimize our tools and processes by pushing technology beyond conventional limits. Our culture allows us to meet and exceed our clients’ expectations by understanding what is important to them.
If you want to be part of an industry leading team, please join DLB Associates today!
Position Title : Administrative Assistant Senior Associate
Position Location : Remote - work virtually from Eatontown, NJ area
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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.
accommodation.
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Job Summary
The Administrative Assistant 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 with respect for deadlines while providing administrative talents.
The Administrative Assistant Senior Associate will rely on instructions and pre-established guidelines to perform the functions of the job. This person will work under immediate supervision.
The Administrative Assistant Senior Associate will communicate and operate in line with organizational goals and values, as well as departmental objectives.
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Essential Functions
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General Staff Support ( 6 0%)
File management, digital file transition, including updates to new templates / standardization
- Word processing, proofreading, spreadsheet and data entry and reporting
- Updates to specifications files
- Assist with proposal development and production process
- Assist and track document requests
- Assist and track policy and procedure updates
- Assist with employee and client gift research and purchase
- Monitor and manage the general company email inbox and phone messages
- Respond to inquiries and redirect to the appropriate department
- Assist with company training programs, including delivery to staff
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Executive / Director Support ( 4 0%)
Travel arrangements and booking industry events, including coordinate and make reservations for client events
- Email management
- Maintain organized records of emails and communication
- Schedule organization
- Company meeting development and coordination
- Expense management
- Special projects for Departmental Directors
Performs Other Related Duties as Assigned
Requirements
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
- Advanced skill in using MS Office Suite (Excel, Word, Outlook, PowerPoint, Teams)
- 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 thru 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 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 five years of experience in a professional office or consulting services environment and providing executive level support
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.
DLB Associates participates in the E-Verify program with the Department of Homeland Security.
For the health and safety of our employees and clients, we strongly encourage vaccination against COVID-19. Some of our clients require the vaccination for their employees, their contractors and visitors to their facilities, which includes DLB. We follow the guidance set forth by the CDC for all current and future amendments of our policies on this topic.
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
Minimum of five years of experience in a professional office or consulting services environment and providing executive level support
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