Executive Assistant to VP of Preconstruction Services

Hewitt Young•City of Rochester, NY

About The Position

At Hewitt Young, excellence is our standard. We look for Builders who take ownership, push through challenges, and care about results as much as their craft. When you join our team, you earn your edge every day, and we make sure it pays off. Role Mission Support the VP of Preconstruction by turning priorities into action across Sales and Estimating. This role keeps opportunities, bids, proposals, and follow-ups moving without delay and ensures alignment across teams so nothing stalls. It drives day-to-day execution and supports key initiatives, strategic implementation, performance systems, and one-off projects that improve how preconstruction operates and wins work.

Requirements

Ability to understand and interact effectively with diverse personalities, while sustaining resilience and fostering positivity in all engagements.
Understanding of construction, estimating, sales and business workflows
Strong organizational and time management skills with the ability to manage multiple priorities without losing clarity
High attention to detail and accuracy across tasks, communication, and execution
Ability to prioritize effectively and make judgment calls on what matters most
Strong communication skills (written and verbal) with the ability to drive clarity, ownership, and next steps
High ownership mindset. Takes responsibility for tasks through completion without constant direction
Ability to operate in a fast-paced environment and keep work moving without delays
Ability to understand, adapt to and interact effectively with diverse personalities, while maintaining resilience and fostering positivity in all engagements.
Strong problem-solving skills with the ability to identify gaps and take action to resolve them
Ability to handle sensitive information with professionalism and discretion

Responsibilities

Own VP calendar and priorities, ensuring time is protected for high-value work by taking on lower-priority tasks, filtering requests, and empowering the VP focused to what matters most
Coordinate and prepare internal and external meetings with clear agendas, materials, and defined outcomes
Track and drive execution of key priorities, deadlines, and action items across preconstruction
Ensure bids, proposals, and follow-ups stay on track by maintaining visibility and pushing progress across teams (not responsible for document preparation or system entry)
Maintain clear communication flow on behalf of the VP, ensuring timely responses, ownership, and next steps
Drive alignment between Sales and Estimating by keeping teams informed, accountable, and moving together
Support the rollout and execution of key initiatives, performance systems, and one-off projects that improve team performance
Maintain organized and accessible documentation and systems (oversight, not primary data entry)
Prepare leadership materials, reports, and summaries to support decision-making
Coordinate travel, events, and logistics as needed to support VP effectiveness
Partner across teams to gather information, identify gaps, and remove bottlenecks
Maintain a high level of professionalism, discretion, and confidentiality across all communications