Executive Assistant

This is an on‑site role, with flexibility to attend meetings, events, or travel as needed. Some exposure to personal/family calendar coordination may be required. US work authorization is required.

About VIATechnik

VIATechnik is the global leader in Virtual Design and Construction. We have over 400 digital experts around the globe. The firm's services include Virtual Design & Construction (VDC), Building Information Modeling (BIM), Virtual & Augmented Reality, Digital Twins, and Enterprise Software Application Development.

We work on some of the industry's largest and most interesting projects such as Apple's new headquarters, Virgin Hyperloop One, Chicago Transit Authority (CTA) modernization & expansions, Denver International Airport, Chicago O'Hare International Airport, Hudson Yards, the Atlanta Falcons Stadium, Chase Arena, the Tesla Gigafactory and many more. Our team is made up of leading VDC professionals, technologists, architects, and engineers who have a passion for solving problems and a thirst for learning.

We are results‑driven, creative solution finders and enjoy putting ourselves in our clients' shoes.

This Is Not a Traditional Executive Assistant Role

This is a high‑trust, high‑discretion executive partnership role for someone who thrives operating at the center of complexity.

The Executive Assistant is the primary professional and personal support partner to the CEO, responsible for anticipating needs, managing priorities, and ensuring the CEO's time, energy, and attention are protected and optimized. You will function as a reliable extension of the CEO, handling sensitive matters with judgment, foresight, and precision—often before issues surface.

If you are energized by executive‑level responsibility, zero‑error execution, and operating behind the scenes to enable leadership at the highest level, this role offers uncommon scope and trust.

The Core of the Role (≈80%) Enable CEO Effectiveness‑Professionally and Personally

Your primary mandate is simple but demanding: make it easy for the CEO to lead.

You will own end‑to‑end management of the CEO's calendar, travel, meetings, communications, expenses, and briefing materials—while also coordinating personal and family logistics that directly affect focus and availability. This includes scheduling appointments, managing reminders, handling personal correspondence or gifts, and resolving day‑to‑day personal matters with complete discretion.

Success in this role looks like:

• Conflicts resolved before they escape escalation
• Seamless transitions between priorities
• No preventable errors
• Absolute confidence that everything is handled
• You are not reacting—you are anticipating, prioritizing, and executing with calm authority.

Secondary Responsibilities (≈20%) Support Office Operations and Team Experience‑in Service of the CEO

A smaller portion of the role supports lightweight office operations and select People & Culture coordination, only where these activities directly impact the CEO's effectiveness.

This may include:

• Coordinating vendors, facilities, and office logistics
• Supporting leadership meetings, off‑sites, or company events
• Ensuring key moments involving the CEO are well‑run and professional

These responsibilities are deliberately limited in scope. You are not a general office manager or HR owner—you are ensuring continuity, professionalism, and minimal distraction at the executive level.

Who Thrives in This Role

This role is ideal for someone who has supported senior executives or high‑expectation principals in environments where discretion, polish, and accuracy are non‑negotiable—such as executive offices, professional services, consulting, luxury hospitality, or high‑growth companies.

You likely:

• Anticipate needs instinctively
• Make sound decisions with incomplete information
• Operate calmly under pressure
• Take pride in reliability, confidentiality, and follow‑through
• Prefer being trusted with responsibility over being closely supervised
• Comfort with an on‑site role, occasional travel, and schedule flexibility is essential.

Core tools:

Microsoft Office and internal systems.

Why This Is a Win‑Win Opportunity

This is a rare opportunity to become a trusted…