Executive Assistant

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

Benefits offered by this job

Competitive salary range

401(k) plan with company match

PTO and paid holidays

Excellent health benefits

Employee Assistance Program

Employee referral incentives

Job summary

ColonialWebb Contractors Company is seeking a detail-oriented administrative professional to manage calendars for the President, Industrial Group, and Hampton Roads team, while supporting two Business Unit Leaders with scheduling and coordination.

The role requires five years of admin experience, strong communication, and proficiency in MS Office and Adobe Acrobat; familiarity with Penta/OnBase is a plus. On-site Chesapeake, VA presence expected.

Qualifications

• High school diploma or equivalent; undergraduate degree preferred.
• Five years of professional experience; administrative experience preferred.
• Excellent written and verbal communication; strong MS Office & Adobe Acrobat skills.
• Ability to learn company-specific software (e.g., Penta, OnBase).
• Strong proofreading, editing and writing with proper grammar and spelling.
• Exceptional interpersonal skills for internal and external relationship management.

Responsibilities

• Maintain and coordinate the calendar for the President, Industrial Group and Hampton Roads, including professional and personal needs.
• Assist two Business Unit Leaders in meetings, appointments and calendar management.
• Submit expense reports for leadership as needed.
• Enter payroll hours, project numbers and cost codes in company systems.
• Assist Contracts Manager with license renewals and new licensure requirements.
• Maintain an organized filing system in the document management system.
• Uphold strict confidentiality.
• Support Project Managers with permitting, inspections, closeouts and related tasks.

Skills

MS Office Suite

Adobe Acrobat

Communication skills

Proofreading/Writing

Independent work

Customer relationships

Education

High school diploma or equivalent

Undergraduate degree preferred

Tools

Microsoft Office

OnBase

Penta

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