Executive Assistant

Lease Crutcher Lewis Careers•Portland, OR

3d•Hybrid

About The Position

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 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.

Requirements

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.
Current driver’s license.
Successful completion of drug testing and a background check are conditional requirements of the employment process.

Nice To Haves

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.
Experience with Concur is strongly preferred.

Responsibilities

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.
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.
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.
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.