Executive Assistant

Comfort Systems USA; Chesapeake (VA); On-site; USD 60,000 - 80,000; Full time

Benefits offered by this job

Competitive salary range of $60k-$80k

Job summary

ColonialWebb, a trusted Chesapeake-area MEP contractor, seeks an experienced administrative professional to support the President, Industrial Group, and Hampton Roads leadership. You will manage calendars, coordinate meetings, process expense reports, and handle confidential information with discretion.

The ideal candidate has a high school diploma or higher, at least five years of admin experience, superb written and verbal communication, and expert-level Microsoft Office and Adobe Acrobat

Qualifications

• High school diploma or equivalent; undergraduate degree preferred.
• At least five years of professional administrative experience.
• Excellent written and verbal communication; proficient in Microsoft Office and Adobe Acrobat.
• Ability to manage a dynamic workload independently with minimal supervision.
• Strong proofreading, editing, and writing skills; customer relationships.

Responsibilities

• Maintain and coordinate the calendar for the President, Industrial Group and Hampton Roads.
• Assist two Business Unit Leaders in meetings, appointments, and calendar management.
• Submit expense reports for the President, Industrial Group and leadership.
• Use company systems to key payroll hours, job numbers and cost codes for projects.
• Assist Contracts Manager with license renewals and licensure requirements.
• Maintain organized filing system on the document management system.
• Uphold a strict level of confidentiality.
• Work with Project Managers to facilitate permitting, inspections, and closeout documents.

Skills

Executive support

Calendar management

Communication

MS Office

Confidentiality

Education

High school diploma

Undergraduate degree preferred

Tools

Adobe Acrobat

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