Administrative Assistant

ColonialWebb•Richmond, VA

30d•$26 - $35

About The Position

The Part-Time Administrative Assistant provides reliable administrative and operational support to ColonialWebb’s Construction organization. The role supports the President of Construction and VP of Construction Operations, with potential to support additional director-level leaders as business needs develop. It maintains the department’s operating rhythm through calendar and meeting management, travel and expense coordination, events, onboarding logistics, organizational updates, device coordination, and recurring business-support activities. The role also helps preserve organizational knowledge by identifying repeated work and creating or maintaining clear documentation for recurring processes. The position is expected to begin at approximately 30 hours per week. It may expand to full-time as the volume and scope of Business Support responsibilities grow, based on sustained demand and demonstrated organizational need.

Requirements

Approximately 3 years of experience in executive support, administrative coordination, business operations, project coordination, or a related role.
Experience managing complex calendars, scheduling meetings, coordinating travel, and processing expenses.
Strong written and verbal communication skills, including professional communication with senior leaders and broad employee audiences.
Strong attention to detail and a consistent approach to tracking deadlines, follow-ups, records, and administrative changes.
Ability to manage multiple priorities, adjust to changing needs, and work independently within defined expectations.
Proficiency with Microsoft Office, including Outlook, Excel, Word, PowerPoint, and Microsoft Teams.
Ability to handle confidential employee, financial, organizational, and leadership information with discretion.
Ability to work approximately 30 hours per week with dependable availability aligned to the needs of the Construction organization.

Nice To Haves

Experience supporting construction, engineering, field operations, professional services, or another project-driven environment.
Experience with Workday, Verizon Wireless administration, expense-management systems, or organizational-chart tools.
Experience creating or maintaining standard operating procedures, checklists, trackers, forms, or shared team resources.
Associate or bachelor’s degree in business administration, operations, communications, or a related field.

Responsibilities

Manage calendars for the President of Construction and VP of Construction Operations, including scheduling, rescheduling, prioritization, and protecting focus time.
Coordinate construction-specific meetings, including attendees, rooms, technology, agendas, materials, and follow-up.
Prepare and process weekly expense reports, including receipt collection, review, and cost-center validation.
Coordinate domestic travel accommodations, transportation, lodging, itineraries, and changes.
Plan and coordinate business-unit celebration dinners, team events, and related logistics.
Coordinate registrations for conferences, golf tournaments, charity events, and similar activities.
Provide administrative support to additional director-level Construction leaders as assigned and capacity allows.
Support the Executive Assistant to the COO/CEO with defined administrative or coordination tasks when needed, particularly during high-volume periods, leadership-team activities, or shared company events.
Coordinate new-hire activities from offer acceptance through the employee’s first weeks, including meetings, desk and equipment readiness, welcome communications, and coordination with internal partners.
Coordinate promotion-related activities, communicate employee promotions, and facilitate follow-up updates such as business card orders, estimating form revisions, and organizational updates.
Manage construction device coordination, including Verizon Wireless account and device administration, deployments, replacements, and tracking.
Maintain department calendars, planning cycles, and recurring deadlines.
Coordinate department communications and organizational updates with leaders and internal partners.
Maintain team organizational charts, including updates in Microsoft Teams and Workday.
Maintain department templates, forms, contact lists, and shared documentation.
Find existing process documentation and assess whether it is current, accessible, and usable.
Create or update straightforward process documentation, checklists, trackers, and reference materials for recurring work.
Maintain documentation in appropriate shared locations and help stakeholders know where to find it.
Escalate repeated or unclear work to the Executive Assistant or functional manager for broader review and potential consistency improvements.