EXECUTIVE ASSISTANT

Job Description

Job Description

OVERVIEW OF ROLE

Come build with us! This newly created position offers an experienced assistant the opportunity to expand beyond a traditional executive assistant role. The right person will bring senior-level experience and initiative, shaping how the role operates, and growing alongside DCAT.

The Executive Assistant (EA) - Data Center and Advanced Technology (DCAT) will be a close partner to the EVP of DCAT and the VP of Operations - DCAT, as well as the administrative backbone of the DCAT group. The EA-DCAT will be responsible for helping these two senior leaders with organization, preparedness, and management of complex calendars, travel, correspondence, and commitments. The goal of this critical role is to empower these leaders to focus on clients, teams, and business-critical items that grow our business.

Beyond direct executive support, this person will support the DCAT group as a whole. Examples of support include:

• Coordinating leadership and operations meetings
• Supporting onboarding for new team members
• Organizing client and team events
• Maintaining group records and rosters
• Managing memberships, subscriptions, and administrative budgets
• Helping DCAT leadership stay connected to project teams, enterprise departments, clients, and trade partners across multiple offices and markets

A key to success for this role will be strong anticipation skills. We will need the EA - DCAT to "look around corners" and act accordingly to enable successful results, and to close open items after follow-up is requested. This person will also be required to protect confidential information without exception. Finally, as a visible, active partner to Lewis execs, the EA - DCAT will be expected to represent Lewis with professionalism and lead by example in all interactions with colleagues, clients, trade partners, and other external contacts.

 

PRIMARY FUNCTIONS AND ESSENTIAL RESPONSIBLITIES

Executive Support

• Serve as the primary administrative partner to the EVP of DCAT and the VP of Operations - DCAT, anticipating needs and protecting their time for the highest-value work.
• Manage complex, frequently shifting calendars across multiple markets and time zones; resolve time conflicts, preserve focus time, and confirm logistics in advance; Identify and propose opportunities for leaders to save time
• Coordinate travel end to end - flights, lodging, ground transportation, and detailed itineraries - for project sites, client meetings, and industry events across Lewis’s DCAT markets
• Book travel for the EVP and the VP of Operations, with periodic travel coordination for other members of the DCAT leadership team, visiting clients, and guests
• Prepare, submit, and track expense reports, credit card reconciliations, and check requests in Concur
• Draft, edit, proofread, and format correspondence, memos, presentations, and reports on behalf of DCAT leadership
• Triage incoming requests, correspondence, and invitations; respond directly where appropriate and elevate what genuinely requires leadership attention
• Work within delegated access to leadership inboxes — clearing noise, flagging what needs a response, and surfacing time-sensitive items early enough to act on them
• Track commitments, action items, and deadlines to closure, following up with the DCAT team on leadership’s behalf
• Handle confidential personnel, financial, client, and strategic information with absolute discretion

Meetings and Events

• Schedule, prepare agendas for, and support DCAT Leadership Team meetings, DCAT Operations meetings, and strategic planning sessions
• Attend recurring meetings that shape leadership priorities to provide proactive preparation, note-taking, and follow-up, and to be in position to develop a strong understanding of evolving priorities and business context
• Assemble and distribute pre-reads, presentations, and materials in advance, so participants are prepared to contribute effectively
• Manage complex calendars with sound judgment, accounting for realistic travel times, appropriate meeting buffers, and efficient trip planning that minimizes unnecessary travel and maximizes productivity
• Capture and distribute meeting notes, decisions, and action items; track follow-through to completion
• Coordinate logistics for client meetings, team gatherings, project milestone celebrations, and DCAT-hosted events, including venue selection, catering, materials, travel, and on-site support
• Partner with the Director of Market Development and the Marketing and Communications team on event logistics, registrations, sponsorships, and industry memberships to create a polished, on-brand experience

DCAT Group Administration

• Serve as a central coordinator for the DCAT group, supporting leadership team and project teams across multiple offices and markets
• Coordinate onboarding for new DCAT team members in partnership with People Services, Information Technology, and the hiring manager, including workstation setup, orientation scheduling, introductions, and first-week logistics
• Maintain DCAT rosters, org charts, contact lists, distribution lists, and Teams and SharePoint sites
• Own document control for DCAT leadership files, ensuring records are organized, maintained, and archived in accordance with Lewis’s data management standards
• Manage DCAT subscriptions, memberships, licenses, and recurring renewals, tracking spends against the group’s annual budget
• Coordinate scheduling, document preparation, and milestone tracking for the annual Market Sector Business Plan and performance appraisal cycles
• Process purchase requests, invoices, and vendor coordination for group-level needs; partner with Accounting to resolve discrepancies
• Coordinate with office administrators across Lewis's offices to align space, supplies, visitors, and shared resources

Communications and Relationship-Management

• Serve as a welcoming, professional first point of contact for clients, trade partners, and vendors engaging with DCAT leadership
• Facilitate clear, timely communication between DCAT leadership, project teams, enterprise departments, and external partners
• Build strong working relationships across the DCAT team to support timely information sharing, effective coordination, and reliable follow-through
• Identify recurring administrative friction and propose better processes, tools, and templates
• Demonstrate a commitment to workplace safety by following Lewis safety policies when visiting jobsites
• Uphold and model Lewis values in all professional interactions

 

OUTLINE OF COMPETENCIES AND ATTRIBUTES

• Anticipates needs, identifies potential issues early, and plans ahead to support leaders and evolving priorities
• Demonstrates sound prioritization judgment, distinguishing between strategic priorities and immediate demands and directing attention accordingly
• Highly organized and detail-oriented, with the discipline to track many moving parts at once without dropping any of them
• Trustworthy and discreet - handles confidential information as a matter of professional integrity
• Calm, steady, and solutions-oriented under pressure and shifting priorities
• Clear, kind, and professional communicator, able to build credibility and rapport with audiences ranging from field crews to C-suite clients, in both written and vocal formats
• Service-minded and approachable; makes people feel heard, welcomed, and supported
• Resourceful problem solver who seeks solutions, navigates ambiguity, and knows when to engage or escalate to the appropriate stakeholders
• Comfortable operating with autonomy and sound judgment on behalf of leadership
• Collaborative and team-oriented, dedicated to a positive, high-performing culture
• Growth-minded, actively seeking feedback, learning the business, and taking on more over time
• Exemplifies Lewis’ values and leadership principles through daily actions, decisions, and interactions

 

SKILLS, QUALIFICATIONS, AND EXPERIENCE

• Associate or bachelor's degree, or equivalent professional experience
• Minimum of 5 years of administrative experience, with demonstrated progression toward supporting senior leaders
• Experience supporting more than one leader, or a team, simultaneously is preferred
• Construction, architecture, engineering, or professional services experience is a plus; genuine interest in the construction business is required
• Advanced proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams) and SharePoint
• Hands-on proficiency with an expense management platform (Concur, Expensify, or similar). Experience with Concur is strongly preferred
• Aptitude and willingness to learn Lewis platforms such as Smartsheet, Procore, Bluebeam, and expense and CRM tools
• Proven ability to manage complex calendars, travel arrangements, and expense reporting
• Strong writing, editing, and proofreading skills with a high standard for accuracy and presentation
• Demonstrated ability to handle confidential and sensitive information with discretion
• Ability to prioritize independently in a fast-paced environment with evolving demands and tight deadlines

 

WORK ENVIRONMENT

• This is a full-time position based in Lewis’ Portland office
• In-office presence is expected when leaders are in the office with remote flexibility when leaders are traveling; To receive a transportation stipend, Lewis employees must be in office at least four days a week
• There will be occasional visits to active commercial construction sites (when onsite, employees are required to wear appropriate personal protective equipment as required by Lewis' safety policies and as required per weather conditions)
• We work standard business hours with periodic early-morning, evening, and weekend responsiveness to support different time zones, travel, deadlines, and client events

 

OTHER REQUIREMENTS

• Current driver’s license
• Successful completion of drug testing and a background check are conditional requirements of the employment process
• Physical requirements of the position include regularly required to talk or hear, vision capabilities, as well as the ability to frequently stand; walk; and use hands; fingers and arms; Additional abilities include sitting, climbing and balancing, as well as the ability to frequently lift and move up to 25 pounds
• This job description reflects the role’s essential responsibilities but is not intended to be an exhaustive list; Responsibilities may evolve based on business needs
• Lease Crutcher Lewis is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment regardless of, and will not be discriminated against, based on the basis of race, color, gender, pregnancy or breastfeeding, sexual orientation, gender identity or expression, religion, national origin, age, genetic information, marital status, veteran status, disability, or other status protected by state or federal law.