Executive Assistant Job at S.B. Ballard Construction Co., Virginia Beach, VA

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  • S.B. Ballard Construction Co.
  • Virginia Beach, VA

Job Description

Executive Assistant

Virginia Beach, VA | Full-Time | On-site

S. B. Ballard Construction Company

About Us

S. B. Ballard Construction Company is a top General Contractor/Construction Manager based in Virginia Beach, VA. We specialize in high-quality commercial projects across the Mid-Atlantic and Southeast regions. Check out our portfolio of projects at: sbballard.com/portfolio

Position Overview

We are seeking a highly organized and proactive Executive Assistant to support the company owner and work side by side with other C-Level assistants. This role is ideal for someone who thrives on owning calendars, tracking action items, and working in a fast-paced environment. The successful candidate will be detail-driven, calm under pressure, and exceptional at anticipating needs, following up relentlessly, and keeping owner on schedule.

Key Responsibilities

Calendar & Schedule Management

  • Proactively manage a high-volume Outlook calendar with multiple daily meetings, appointments, and deadlines
  • Coordinate internal and external meetings, calls, and travel
  • Send daily schedules and reminders; ensure Owner is prepared for all meetings
  • Monitor and adjust schedules in real time as priorities change

Task Tracking & Follow-Up

  • Maintain and manage high-volume action item lists
  • Track commitments, deadlines, and approvals across business and project-related tasks
  • Proactively follow up with internal teams and external partners to ensure completion
  • Escalate urgent or overdue items as needed

Administrative & Documentation Support

  • Transcribe meetings, notes, and dictation with high accuracy
  • Draft and type emails, memos, and correspondence
  • Maintain organized and accurate records and documentation
  • Ensure sensitive and confidential information is handled with discretion

Independent Executive Support

  • Anticipate needs and manage priorities with minimal direction
  • Keep the owner on schedule and informed throughout the day
  • Serve as a reliable point of contact during meetings and travel
  • Communicate clearly via email, phone, and text as required

Required Qualifications

  • 5 + Years Experience supporting senior executives or owners
  • Proven experience as an Executive Assistant
  • Demonstrated success managing complex Outlook calendars
  • Strong follow-up skills with the ability to manage multiple task lists independently
  • High proficiency in Microsoft Outlook, Word, SharePoint and Excel
  • Excellent organizational, communication, and time-management skills
  • High level of discretion, professionalism, and maturity

Preferred Qualifications

  • Background in construction, engineering, or a fast-paced professional environment
  • Ability to remain calm and effective under pressure

Job Tags

Full time, For contractors,

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