Administrative Assistant

Howard-Shockey-; Winchester (VA); On-site; USD 35,000 - 45,000; Full time

Job summary

Howard Shockey & Sons in Winchester is seeking an administrative partner to support the leadership team and keep operations running smoothly. This role suits a detail-oriented professional who thrives in a fast-paced environment and can manage a variety of responsibilities with integrity.

You will handle executive calendars, coordinate meetings and travel, assist with events, and maintain corporate documents and policies.

Qualifications

• One year certificate from college or technical school; or three to six months related experience and/or training; or equivalent combination of education and experience.

Responsibilities

• Provides clerical and administrative support to the executive leadership team.
• Assists with managing executive calendars, scheduling meetings and appointments, and coordinating events and travel arrangements when required.
• Supports the planning and execution of company events, meetings, and employee functions.
• Assists in preparing, formatting, and maintaining corporate documents, records, and company policies.
• Assists in preparing, tracking, and routing AIA contract documents and forms, such as agreements, payment applications, and change orders, for review and execution.
• Assists with bond requests, including preparing bond paperwork, coordinating with the surety agent, routing for signatures, and maintaining bond logs and transmittals.
• Requests, tracks, and maintains Certificates of Insurance (COIs) for the company and follow up on renewals.
• Screens incoming calls and correspondence and responds independently when appropriate.
• Creates and maintains spreadsheets and organizes electronic filing systems.
• Manages and coordinates multiple tasks simultaneously and efficiently.
• Maintains strict confidentiality of sensitive company, financial, personnel, and client information.
• Maintains the highest level of personal candor, integrity, and ethical practices in all business dealings.
• Committed to win-win relationships through firm, fair, friendly, and factual interactions with all partners.

Skills

Calendar management

Scheduling

Executive support

Travel coordination

Document formatting

Education

One year certificate from college or technical school

Tools

Microsoft Office Suite

Spreadsheets

Job description

Description

Join the team at Howard Shockey & Sons, one of the region’s most respected construction firms, as a key administrative partner in our Winchester office. We’re seeking a detail-oriented, proactive professional to provide support to our leadership team and keep operations running smoothly. This role is ideal for someone who thrives in a fast-paced environment, enjoys managing a variety of responsibilities, and is committed to delivering exceptional service with integrity and professionalism.

• Provides clerical and administrative support to the executive leadership team.


• Assists with managing executive calendars, scheduling meetings and appointments, and coordinating events and travel arrangements when required.


• Supports the planning and execution of company events, meetings, and employee functions.


• Assists in preparing, formatting, and maintaining corporate documents, records, and company policies.


• Assists in preparing, tracking, and routing AIA contract documents and forms, such as agreements, payment applications, and change orders, for review and execution.


• Assists with bond requests, including preparing bond paperwork, coordinating with the surety agent, routing for signatures, and maintaining bond logs and transmittals.


• Requests, tracks, and maintains Certificates of Insurance (COIs) for the company and follow up on renewals.


• Screens incoming calls and correspondence and responds independently when appropriate.


• Creates and maintains spreadsheets and organizes electronic filing systems.


• Manages and coordinates multiple tasks simultaneously and efficiently.


• Maintains strict confidentiality of sensitive company, financial, personnel, and client information.


• Maintains the highest level of personal candor, integrity, and ethical practices in all business dealings.


• Committed to win-win relationships through firm, fair, friendly, and factual interactions with all partners.

*Other duties may be assigned.

As an equal opportunity employer, it is the policy of The Shockey Companies that employment practices shall not be influenced by an employee’s or applicant’s race, color, religion, sex (including pregnancy, childbirth or related medical conditions including lactation; gender identity, and sexual orientation), age (40 or older), disability, national origin, veteran status or genetic information (including family medical history).

Requirements

• One year certificate from college or technical school; or three to six months related experience and/or training; or equivalent combination of education and experience.