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Job description
Executive Assistant (Data Center And Advanced Technology)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 meetingsSupporting onboarding for new team membersOrganizing client and team eventsMaintaining group records and rostersManaging memberships, subscriptions, and administrative budgetsHelping DCAT leadership stay connected to project teams, enterprise departments, clients, and trade partners across multiple offices and marketsA 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 before 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 responsibilities include: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 timeCoordinate travel end to end - flights, lodging, ground transportation, and detailed itineraries - for project sites, client meetings, and industry events across Lewis's DCAT marketsBook travel for the EVP and the VP of Operations, with periodic travel coordination for other members of the DCAT leadership team, visiting clients, and guestsPrepare, submit, and track expense reports, credit card reconciliations, and check requests in ConcurDraft, edit, proofread, and format correspondence, memos, presentations, and reports on behalf of DCAT leadershipTriage incoming requests, correspondence, and invitations; respond directly where appropriate and elevate what genuinely requires leadership attentionWork within delegated access to leadership inboxes — clearing noise, flagging what needs a response, and surfacing time-sensitive items early enough to act on themTrack commitments, action items, and deadlines to closure, following up with the DCAT team on leadership's behalfHandle confidential personnel, financial, client, and strategic information with absolute discretionMeetings and events include:Schedule, prepare agendas for, and support DCAT Leadership Team meetings, DCAT Operations meetings, and strategic planning sessionsAttend 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 contextAssemble and distribute pre-reads, presentations, and materials in advance, so participants are prepared to contribute effectivelyManage complex calendars with sound judgment, accounting for realistic travel times, appropriate meeting buffers, and efficient trip planning that minimizes unnecessary travel and maximizes productivityCapture and distribute meeting notes, decisions, and action items; track follow-through to completionCoordinate logistics for client meetings, team gatherings, project milestone celebrations, and DCAT-hosted events, including venue selection, catering, materials, travel, and on-site supportPartner 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 experienceDCAT Group Administration includes:Serve as a central coordinator for the DCAT group, supporting leadership team and project teams across multiple offices and marketsCoordinate 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 logisticsMaintain DCAT rosters, org charts, contact lists, distribution lists, and Teams and SharePoint sitesOwn document control for DCAT leadership files, ensuring records are organized, maintained, and archived in accordance with Lewis's data management standardsManage DCAT subscriptions, memberships, licenses, and recurring renewals, tracking spends against the group's annual budgetCoordinate scheduling, document preparation, and milestone tracking for the annual Market Sector Business Plan and performance appraisal cyclesProcess purchase requests, invoices, and vendor coordination for group-level needs; partner with Accounting to resolve discrepanciesCoordinate with office administrators across Lewis's offices to align space, supplies, visitors, and shared resourcesCommunications and relationship-management includes:Serve as a welcoming, professional first point of contact for clients, trade partners, and vendors engaging with DCAT leadershipFacilitate clear, timely communication between DCAT leadership, project teams, enterprise departments, and external partnersBuild strong working relationships across the DCAT team to support timely information sharing, effective coordination, and reliable follow-throughIdentify recurring administrative friction and propose better processes, tools, and templatesDemonstrate a commitment to workplace safety by following Lewis safety policies when visiting jobsitesUphold and model Lewis values in all professional interactionsOutline of competencies and attributes includes:Anticipates needs, identifies potential issues early, and plans ahead to support leaders and evolving prioritiesDemonstrates sound prioritization judgment, distinguishing between strategic priorities and immediate demands and directing attention accordinglyHighly organized and detail-oriented, with the discipline to track many moving parts at once without dropping any of themTrustworthy and discreet - handles confidential information as a matter of professional integrityCalm, steady, and solutions-oriented under pressure and shifting prioritiesClear, 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 formatsService-minded and approachable; makes people feel heard, welcomed, and supportedResourceful problem solver who seeks solutions, navigates ambiguity, and knows when to engage or escalate to the appropriate stakeholdersComfortable operating with autonomy and sound judgment on behalf of leadershipCollaborative and team-oriented, dedicated to a positive, high-performing cultureGrowth-minded, actively seeking feedback, learning the business, and taking on more over timeExemplifies Lewis' values and leadership principles through daily actions, decisions, and interactionsSkills, qualifications, and experience include:Associate or bachelor's degree, or equivalent professional experienceMinimum of 5 years of administrative experience, with demonstrated progression toward supporting senior leadersExperience supporting more than one leader, or a team, simultaneously is preferredConstruction, architecture, engineering, or professional services experience is a plus; genuine interest in the construction business is requiredAdvanced proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams) and SharePointHands-on proficiency with an expense management platform (Concur, Expensify, or similar). Experience with Concur is strongly preferredAptitude and willingness to learn Lewis platforms such as Smartsheet, Procore, Bluebeam, and expense and CRM toolsProven ability to manage complex calendars, travel arrangements, and expense reportingStrong writing, editing, and proofreading skills with a high standard for accuracy and presentationDemonstrated ability to handle confidential and
Worksite address
portland, OR, 97205, US
Who can apply
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