Executive Assistant

ColonialWebb Contractors; Chesapeake (VA); On-site; USD 60,000 - 80,000; Full time

Benefits offered by this job

Competitive salary

Career development

401(k) plan with company match

PTO and paid holidays

Medical, dental, life, vision and long

Disability benefits

Employee Assistance Program

Employee referral incentives

Job summary

ColonialWebb Contractors is seeking an experienced executive administrator to manage calendars, assist two business unit leaders, and handle confidential duties for Hampton Roads leadership. The role requires precision, organization, and strong communication skills to support project and service workflows.

Ideal candidates bring five years of administrative experience, proficiency in MS Office and Adobe Acrobat, and the ability to learn new systems (Penta, OnBase).

Qualifications

• High school diploma or equivalent; undergraduate degree preferred.
• At least five years of professional experience, administrative experience preferred.
• Excellent written and verbal communication skills.
• Proficient with Microsoft Office Suite and Adobe Acrobat; ability to learn new software.
• Strong proofreading, editing, and writing skills.
• Ability to handle a fast-paced workload with minimal supervision.
• Excellent interpersonal skills for managing internal and external relationships.

Responsibilities

• Maintain and coordinate the calendar for the President and Hampton Roads leadership.
• Assist two Business Unit Leaders in meetings and calendar management.
• Submit expense reports for leaders as needed.
• Use company systems for payroll hours, job numbers and cost codes.
• Assist Contracts Manager with license renewals and licensure requirements.
• Maintain organized filing system both hard copy and electronic.
• Uphold confidentiality at all times.
• Support project managers with permitting, inspections and closeout documents.

Skills

Communication skills

Microsoft Office

Adobe Acrobat

Proofreading & editing

Independent work

Interpersonal skills

Education

High school diploma or equivalent

Undergraduate degree preferred

Tools

Penta

OnBase

Job description

Who we are

At ColonialWebb, we are deeply committed to our people, our culture, and the continued growth of our business. As a full-service MEP (Mechanical, Electrical, and Plumbing) contractor, we pride ourselves on the quality and expertise of our teams, who work across a diverse range of specialties, including New Construction, Mechanical Service, Industrial Refrigeration, and Manufacturing. For over 50 years, we've been dedicated to delivering comprehensive solutions and unmatched service to our commercial customers, earning a reputation as a trusted contractor in the industry.

Perks of joining ColonialWebb

• Competitive salary range of $60k-$80k
• Career development and progression
• 401(k) plan with company match
• PTO and paid holidays
• Excellent medical, dental, life, vision and disability benefits
• Employee Assistance Program
• Employee referral incentives

What you will do

• Maintain and coordinate the calendar for the President, Industrial Group and Hampton Roads, both professional and personal as needed.
• Assist two Business Unit Leaders (projects and service) in meetings, appointments and calendar management as requested.
• Submit expense reports for the President, Industrial Group and other Hampton Roads leadership as needed.
• Utilize company operating systems for keying payroll hours, job numbers and cost codes for the projects team.
• Assisting the Contracts Manager with license renewals (as requested) as well as assisting in new licensure requirements.
• Maintain an organized filing system of both hard copy (if required) and electronic on the company document management system.
• Uphold a strict level of confidentiality.
• Work with Project Managers in facilitating permitting, inspections, closeout documents and various project-related functions as directed by the Hampton Roads project team.

You should have

• Possess high school diploma or equivalent., undergraduate degree preferred
• Possess at least five years of professional experience, administrative experience preferred.
• Possess and demonstrate excellent written and verbal communication skills.
• Extremely proficient with Microsoft Office Suite and Adobe Acrobat with the ability to learn Company-specific and new or updated programs and software (i.e., Penta, OnBase, etc.).
• Possess strong proofreading, editing, and writing skills—inclusive of proper grammar, usage, and spelling.
• Ability to handle a dynamic and fast paced workload with the ability to work independently with minimal supervision.
• Possess exceptional interpersonal skills that will aid in the ability to manage customer relationships (both internal and external), perceptions and expectations with a friendly and professional demeanor.

EOE M/W/Disability/Vets Veterans and those with previous military experience are encouraged to apply

ColonialWebb stands as a prominent leader in the commercial and industrial mechanical and electrical contracting industry, boasting an unparalleled reputation in the region. Our dynamic business groups encompass Construction, Building Service, Industrial Refrigeration, and Manufacturing. Catering to a diverse clientele, ranging from small enterprises to esteemed Fortune 500 companies, we have consistently delivered exceptional service. Our commitment to excellence is evident through our unmatched expertise and the comprehensive scope of services we offer. With a steadfast dedication to continuous improvement and innovation, we continue to set new industry standards. ColonialWebb se destaca como un líder prominente en la industria de la contratación mecánica y eléctrica comercial e industrial, con una reputación inigualable en la región. Nuestros dinámicos grupos de negocio abarcan Construcción, Servicios para Edificios, Refrigeración Industrial y Manufactura. Atendiendo a una clientela diversa, que va desde pequeñas empresas hasta prestigiosas compañías Fortune 500, hemos ofrecido consistentemente un servicio excepcional. Nuestro compromiso con la excelencia se refleja en nuestra experiencia incomparable y en el amplio alcance de los servicios que ofrecemos. Con una firme dedicación a la mejora continua y la innovación, seguimos estableciendo nuevos estándares en la industria.