For the VP of Operations
Run operations, not logistics.
A dedicated EA for the day-to-day: SOPs current, milestones tracked, vendors answered, dashboards fresh. 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
What slips without dedicated support?
A VP of Operations owns the follow-through, and follow-through is the first thing that dies without support. Milestones slip quietly while you sit in status meetings, and the docs everyone depends on go stale.
The role
What does an executive assistant for a VP of Operations do?
An executive assistant for a VP of Operations owns the follow-through: SOPs updated when processes change, milestones tracked in Asana or Monday, vendor invoices routed, dashboards refreshed weekly. Your Viva EA is dedicated, top 1%, and fully managed. Not sure where to begin? Read how to delegate to an executive assistant.
In depth
What a Viva EA runs for a VP of Operations
Operations runs on follow-through. Here is the work your EA takes over so the week stops disappearing into it.
- SOPs updated in Notion the week processes change
- New playbooks drafted from your walkthroughs
- Stale pages flagged for review each month
- One wiki the whole team can trust
- Invoices logged and routed for approval
- Renewals surfaced well before they auto-renew
- Vendor threads answered inside a day
- Quotes gathered and compared for your call
- Milestones tracked daily in Asana or Monday
- Owners pinged the day a task slips
- Timeline changes flagged before they cascade
- Status rolled into a weekly one-pager
- Dashboards refreshed before the Monday standup
- Misses flagged with an owner attached
- Numbers chased from team leads, not you
- The weekly ops update drafted for leadership
- Day-one access and equipment ready per checklist
- Onboarding schedules built for every new hire
- Training sessions booked with the right leads
- Check-ins held through the first month
- Day anchored around standups and project reviews
- Inbox triaged, vendor and team threads first
- Meeting requests screened against real priorities
- Travel and expenses handled end to end
The bar
Only the top 1% get matched
One pipeline for every Viva EA, cleared before they touch your operation. Here is how we vet and train EAs.
In practice
A week with your Viva EA
One loop, held every week, so the follow-through stops living in your head.
Before Monday
Milestone tracker updated, slipped tasks flagged, owners pinged.
Monday morning
Dashboards refreshed and the ops update drafted before standup.
Every day
Inbox triaged. Vendor threads answered, project blockers chased to owners.
Friday
SOP changes logged, next week’s reviews booked. Expenses filed.
Common question
An EA or an ops coordinator first?
A coordinator adds capacity to one workflow. An EA gives you back the week that coordination eats. If status chasing and vendor admin fill your days, start with the EA.
Owns the follow-through
- Milestones tracked and owners chased
- SOPs, wiki and dashboard upkeep
- Vendor invoices, renewals and threads
- Your calendar, inbox and travel
Owns one workstream
- Runs a single process, like fulfillment
- Sits inside one team’s backlog
- Adds headcount to one bottleneck
- A full-time hire with ramp time
Get started
Ready to stop chasing status?
Tell us where follow-through breaks down and get matched with a vetted EA within 24 hours, no commitment.
Viva Match
The right match comes before everything else.
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
Thirty minutes to map your pace, your stack and what you want off your plate.
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%
Nearly every executive keeps their first match past day 30. The rest get re-matched free.
Cost
What a Viva executive assistant costs
One flat monthly fee, roughly half what an in-house hire costs fully loaded, plus a one-time onboarding fee. A dedicated EA and a Customer Success Manager come with every plan. Check your math in the executive assistant cost calculator.
Why Viva
Managed, in-house or offshore: which EA model holds up?
Half the cost, none of the overhead
One flat fee, around half the $120k to $140k an in-house EA costs fully loaded, with nothing added for recruiting and no payroll on your books. Compare Viva vs an in-house EA.
Dedicated and US-aligned, not pooled offshore
One EA who learns your vendors, your tools and your team, fluent in English, on US hours from Pacific to Eastern. Not a shared offshore pool.
Continuity you can count on
Viva EAs stay with their executive for 2+ years on average. PTO backfill, a dedicated Customer Success Manager and a replacement guarantee keep the operation covered. Gross retention runs 92%.
Proof
Leaders who chose Viva
What operations leaders say once the chasing stops.
“Erika has helped me manage an incredibly high meeting load with more priorities than I could otherwise support. I definitely could not get as much done without her.”
“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.”
“Vivi has totally changed how we work at Owner. She is such a star, and I cannot imagine how we would get through the day without her.”
FAQ
Frequently asked questions
Can a Viva EA keep our SOPs current?+
Yes. SOPs live in Notion or your wiki, get updated the week a process changes, and stale pages are flagged for review each month.
Can an EA track project milestones and deadlines?+
That is daily work. Milestones tracked in Asana or Monday, owners pinged the day something slips, and status rolled into a weekly one-pager.
Can an EA own day-to-day vendor admin?+
Yes. Invoices get logged and routed for approval, renewals are surfaced before they auto-renew, and vendor threads are answered inside a day.
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.
Can an EA keep our KPI dashboards current?+
They own the upkeep: numbers chased from team leads, dashboards refreshed before the Monday standup, misses flagged with an owner attached. Which metrics matter stays your call.
Can an EA run onboarding for new hires?+
Yes. Access and equipment ready on day one, schedules built for each role, training booked with the right leads, and check-ins held through the first month.
How much does an executive assistant for a VP of Operations cost?+
One flat monthly fee, typically around half the fully-loaded cost of a US-based in-house hire, with no recruiting markups and a dedicated Customer Success Manager included.
Keep exploring
More ways to work with Viva
Executive assistants for the C-suite
CEO, CFO, COO and the rest of the leadership team.
How Viva works
See how matching and onboarding actually run.
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 what your operation needs, surface 2 pre-vetted EAs, and get you live in a day.