Executive Assistant to the Chief of Staff
Run the office, not the inbox
A dedicated, vetted executive assistant who keeps the operating cadence moving for a Chief of Staff: meetings prepped, owners chased, projects and board reporting on track. Paired with you in under 24 hours, fully managed.
A better experience than a number of in-person EAs I have worked with in the past.
The problem
The Chief of Staff becomes the bottleneck.
Everyone leans on the Chief of Staff, so when there’s no support the whole operating cadence wobbles. Owners don’t get chased, cross-functional projects lose momentum, and board reporting runs late. The person who should be improving the system spends the day holding it together by hand.
The role
What does an executive assistant for a Chief of Staff do?
A Chief of Staff’s assistant keeps the company’s rhythm going: prepping leadership meetings, chasing down project owners, driving cross-functional projects, and getting board reporting ready. Your Viva EA is dedicated, top 1%, and fully managed, so you can run the operation instead of the coordination under it.
In depth
What a Viva EA runs for a Chief of Staff
The Chief of Staff keeps the company’s rhythm. A dedicated EA absorbs the coordination so you can drive the work that moves it. Our guide on how to delegate to an executive assistant covers the first handover.
- Agendas, decks and minutes prepared
- Cadence run and protected
- Action items tracked to close
- Cross-functional initiatives tracked
- Owners chased, status kept current
- Nothing loses momentum
- Owns vendor management, from contracts to scheduling demos.
- Week built around priorities
- Requests screened, and declined on your behalf
- Focus time protected
- Triaged, only what needs you reaches you
- Replies drafted in your voice
- Cross-team threads flagged
- Runs an internal communication plan so messaging stays consistent.
- Board and leadership reporting assembled early
- Data pulled and ready
- Follow-ups chased
- Travel booked and kept live
- Offsites and leadership events coordinated
- Expenses captured and filed
- Coordinates town halls end to end.
The bar
Only the top 1% ever reach you
Every Viva EA clears the same pipeline before they are matched to a single leader. See how we vet and train EAs.
In practice
A week with your Viva EA
The point is not tasks. It is that the week runs itself around your priorities.
Before Monday
Your week reviewed, conflicts resolved, prep gathered.
Monday morning
The prep that matters already in your inbox.
Every day
Inbox triaged, requests screened, follow-ups chased.
Friday
Next week teed up, loose ends closed, expenses filed.
Common question
Executive assistant vs Chief of Staff
Different roles, and many leaders eventually have both. Most start with the EA, because it buys back the hours everything else depends on. The full executive assistant vs Chief of Staff guide goes deeper.
Runs the day
- Calendar, inbox and gatekeeping
- Meeting prep and logistics
- Travel, events and expenses
- Follow-ups and meeting cadence
Runs the plan
- Cross-functional projects and initiatives
- Operating rhythm and planning cycles
- Strategy, analysis and decision prep
- Often supported by an EA of their own
See how we support a Chief of Staff when you are ready for both.
Get started
Ready to get your time back?
Tell us about your role and get matched with a vetted EA within 24 hours, no commitment.
Viva Match
Great executive support starts with the right match.
A four-step process built around fit, not throughput. We’ve matched 300+ executives. Re-match rate inside 30 days: under 4%.
Understand your needs
30 minutes to map the executive’s work style, pace, and what they need delegated.
Get matched
We’ll carefully consider your preferences, working style, and support needs to find the best EA for you.
Get onboarded
We provision full access and your CSM joins the kickoff, so you’re up and running within 24 hours.
Delegate & see value
Customers see value within about 2 weeks, thanks to our managed service and high-quality support.
96%
Executives keep their first matched EA past the 30-day mark. The other 4% are re-matched at no cost.
Cost
How much does a Viva executive assistant cost?
A flat program fee, typically around half the fully-loaded cost of a US-based in-house hire, with no recruiting markups and a one-time onboarding fee. Every plan includes a dedicated EA and a Customer Success Manager. Run your numbers in the executive assistant cost calculator.
Why Viva
Is a managed EA better than hiring in-house or going offshore?
Half the cost, none of the overhead
A flat program fee, around half the $120k to $140k fully-loaded cost of an in-house EA. No recruiting markups, no payroll, no management overhead. See the Viva vs in-house EA comparison.
Dedicated and US-aligned, not pooled offshore
One EA who learns your world, fluent in English and working your hours from Pacific to Eastern. Not a rotating offshore pool.
Continuity you can count on
Our EAs average more than two years with their executive. PTO backfill, a dedicated Customer Success Manager and a replacement guarantee keep support from going dark. Gross retention runs 92%.
Proof
Chiefs of staff who chose Viva
Real words from the leaders our EAs support.
“She has never let me down. Estefania is responsive and competent with a high attention to detail.”
“Vivi has totally changed how we work at Owner. She is such a star. Very grateful to her, I cannot imagine how we would get through the day without her.”
“Maria has been amazing at tackling a host of special projects for us that would have otherwise been impossible.”
“I have been blown away by her contributions. I am no longer concerned about missing things because I know she is looking out ahead in a way I am not. She has become a thought partner for my day and my team.”
“Cami was critical in helping me navigate the busiest period of my professional career. I truly could not have survived without her support managing my calendar, making proactive recommendations about where I could get time back, and keeping the team projects on track.”
FAQ
Frequently asked questions
Can a Viva EA own project and vendor follow-ups?+
Yes. Project tracking, vendor follow-ups and reporting prep are core to this role, not just scheduling.
How fast can a Chief of Staff get an EA?+
Most receive a vetted, best-fit profile within 24 hours and their EA starts within days.
How are Viva EAs vetted?+
Through a five-stage recruitment process that hires the top 1% of applicants, followed by four weeks of Viva University, our hands-on training program.
Where is the talent based?+
Across 15 countries in Latin America, fluent in English and aligned to US business hours, from Pacific to Eastern.
What if the fit is not right?+
We rematch you quickly, backed by a replacement guarantee. Our oversight does not end at placement.
Is an executive assistant the same as a chief of staff?+
No. An executive assistant owns execution and logistics: calendar, inbox, travel and meeting prep. A chief of staff owns strategy and cross-functional projects. Many leaders have both, and most start with the EA.
Should a Chief of Staff have their own EA?+
Yes. A Chief of Staff carries a heavy coordination load, and a dedicated EA absorbs the scheduling, inbox and logistics so you stay on the strategic work.
How do you handle confidential company and board information?+
Every EA works under a confidentiality agreement on an ISO 27001-aligned process, with VPN, secure password sharing and regular data wipes.
How much does an executive assistant for a Chief of Staff cost?+
One flat program fee, typically around half the fully-loaded cost of a US-based in-house hire, with a dedicated Customer Success Manager included.
What’s the difference between an executive assistant and a chief of staff?+
An executive assistant owns execution and logistics: calendar, inbox, travel, expenses and meeting prep. A chief of staff owns strategy, cross-functional projects and decisions made on the leader’s behalf. The two roles complement each other, and many leaders pair a chief of staff with a dedicated EA.
Keep exploring
More ways to work with Viva
How Viva works
See how matching and onboarding actually run.
Executive assistants for VPs and directors
Support built for VP-level operators.
Support by industry
How EA support changes by sector.
Replace a departed EA
Covered in 24 hours, not three months.
Scale your team
Add a dedicated EA as you grow.
Standardize org-wide
One managed program across every leader.
Get started
Match in under 24 hours.
One discovery call. We map your executive’s needs, surface 2 pre-vetted EAs, and get you live in a day.