Administrative Specialist

About the role

The Administrative Specialist plays a crucial role in boosting organizational efficiency by utilizing advanced software, applications and digital tools to streamline processes and support ongoing improvements.

Responsibilities

• 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
• Create and maintain internal resumes
• Manage proposal processes
• Research Companywide, department events and travel coordination
• Cook up 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
• Executive / Director Support (20%)
• 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
• Aid in professional licensing completion of assigned tasks and deliverables on time and on budget
• Perform 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
• 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
• 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
• Willingness to learn and consistently operate within DLB’s established communication standards, process framework and project-tracking tools

Qualifications

• Knowledge of booking and arranging travel and events
• Advanced skill in using MS Office Suite (Excel, Word, Outlook, PowerPoint, Teams, SharePoint) and Adobe (and / or Bluebeam)
• Skilled in completing assignments accurately and with attention to detail
• Ability to type 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
• Willingness to learn and consistently operate within DLB’s established communication standards, process framework and project-tracking tools

Skills

• Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, designing forms and other office procedures and terminology
• Advanced skill in using MS Office Suite (Excel, Word, Outlook, PowerPoint, Teams, SharePoint) and Adobe (and / or Bluebeam)
• Skilled in completing assignments accurately and with attention to detail
• Ability to type 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
• 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
• 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.

Pay

The Pay Range For This Role Is 78,750 - 95,812.50 USD per year(Remote (United States))