DLB Associates is a premier engineering and consulting firm specializing in innovative, mission-critical solutions across hyperscale data centers, advanced infrastructure, and high-performance building systems. With over four decades of expertise, we partner with some of the world’s most influential companies to design and optimize environments that demand precision, scalability, and resilience.
Join us and be part of a team where your voice matters, your work makes an impact, and your growth is a shared priority.
As a fully remote role, the Administrative Operations Senior Specialist provides high-level support to executive leadership while driving operational efficiency across the organization. This position is ideal for a seasoned professional with 7+ years of senior-level administrative experience who thrives in balancing executive support, cross-functional coordination, and strategic initiatives. The successful candidate will embody DLB’s culture and core convictions, bringing discretion, adaptability, and a proactive approach to complex business needs.
Position Title: Administrative Operations Senior Specialist
Position Location: 100% Remote
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 Operations Senior Specialist is a key member of the Operations Team and works closely with the Executive Team. The ideal candidate is a seasoned administrative professional with a proactive, solutions-oriented mindset, capable of managing complex assignments and contributing to special initiatives.
This role requires excellent communication, strong organizational skills, fluency in Microsoft Office Suite and the ability to work both independently and collaboratively. The successful candidate will demonstrate sound judgment, discretion with sensitive information and a resourceful, detail-oriented approach.
As a representative of the firm, this individual will embody DLB’s culture, strategic anchors and core convictions, ensuring consistency and professionalism across all responsibilities.
The Administrative Operations Senior Specialist will be self-directed on day-to-day work and receive high level instruction on new projects, tasks or assignments. Will execute and lead teams and projects, tasks or assignments of complex scope. May coordinate activities of other personnel.
The Administrative Operations Senior Specialist will communicate and operate in line with organizational goals and values, as well as departmental objectives.
Essential Functions
General Support (25%)
- Provide advanced administrative support to executive leadership, including preparing strategic reports for the President / CEO
- Leverage process improvement and AI to oversee digital file systems; develop and maintain standardized templates and documentation practices
- Track key deadlines and deliverables, proactively managing follow-ups
Business Formation & Legal Coordination (25%)
- Lead new entity formation, licensing and regulatory filings; liaise with vendors and consultants on executives’ behalf
- Provide crossfunctional support to finance, accounting and HR
- Operations & Infrastructure Setup and Management (25%)
- Leverage technology and AI to develop, update and maintain company handbooks, operational guides and safety manuals
- Support cross-functional projects, documentation and workflow systems
- Track subscriptions and internal systems administration
Executive & Project Support (25%)
- Conduct strategic research and contribute to project planning and implementation
- Assist with the company’s digital presence (LinkedIn, branding templates, website basics)
- Support company events, initiatives and other one-off or emerging special projects
- Act as a flexible, trusted resource for new or ad hoc business needs
Completion of Assigned Tasks and Deliverables on Time and on Budget
Performs Other Related Duties as Assigned
Position Requirements (Advanced 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 and willingness to excel in using Chat GPT (and / or similar AI platforms)
- Demonstrate continued and progressive knowledge of administrative tasks
- Advanced skill in using MS Office Suite (Excel, Word, Outlook, PowerPoint, Teams)
- Skill in completing assignments accurately and with attention to detail
- Ability to maintain confidentiality and handle sensitive information
- Ability to operate effectively 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 independently and collaboratively with remote team members
- Ability to effectively plan and delegate the work of others
- Ability to work under pressure and meet close deadlines
- Organizational skills, with the ability to manage multiple tasks simultaneously, and adapt as necessary to changing demands
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 be required to 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 7 years of senior-level administrative support experience
- Experience managing executive-level support functions is required
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
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.
