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.

At DLB, we’re not just engineers — we’re problem-solvers, collaborators, and visionaries. Our interdisciplinary teams are powered by curiosity, driven by excellence, and committed to shaping the built environment with sustainability and integrity in mind. Whether remote or on-site, our culture thrives on transparency, technical excellence, and continuous learning.

Join us and be part of a team where your voice matters, your work makes an impact, and your growth is a shared priority.

Position Title: Executive Administrative Assistant 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 Executive Administrative Assistant — Senior Specialist is a trusted, high-touch partner to select members of the C-suite, ensuring seamless execution of strategic initiatives in a fully remote, fast-moving environment. Drawing on deep organizational savvy, advanced technical acumen and a polished, service-oriented mindset, this professional shields senior leaders from operational friction so they can stay focused on high-value priorities

The Executive Administrative Assistant 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 Executive Administrative Assistant Senior Specialist will communicate and operate in line with organizational goals and values, as well as departmental objectives.

Essential Functions

Executive Support & Communications Stewardship (50%)

• Manage complex, multitimezone calendars for the CEO and CSuite - anticipating conflicts and proactively negotiating solutions
• Triage high-volume email and draft, proofread and format executive correspondence, slide decks and proposals
• Serve as day-to-day point of contact for internal and external stakeholders, ensuring leaders stay focused on high-value priorities

Global Travel, Event & External Engagement Management (30%)

• Coordinate domestic and international travel, including visas, risk-mitigation protocols and on-site logistics
• Plan and execute hybrid/virtual leadership off-sites, annual strategy sessions and executive briefings end-to-end
• Handle industry-event registrations and related logistics; reconcile expense reports to maintain budget compliance

Leadership Reporting & Cross Functional Coordination (10%)

• Assemble and circulate weekly leadership status reports, synthesizing inputs from multiple departments into concise executive summaries
• Track action items and follow-ups, ensuring timely completion and transparent communication across functional teams
• Provide project-management support for strategic initiatives as needed

Informational Governance & Process Optimization (10%)

• Maintain confidential files and records, ensuring adherence to policies and security protocol
• Identify and implement process improvements that streamline administrative workflows and enhance virtual-team collaboration—including automation and AI tools

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 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)
• Skill using artificial intelligence, machine learning and generative artificial intelligence
• Skill in completing assignments accurately and with attention to detail
• Ability to conduct a high degree of independent research, with a strong emphasis on leveraging AI tools
• 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 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 10 years in senior-level administrative roles engineering or consulting services environment, with at least 5 years directly supporting C-suite leaders

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

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.