For the CEO
Give your CEO back their time.
A dedicated, vetted executive assistant for CEOs and founders: calendar, inbox, board and investor prep, and the daily logistics of running the company. Matched in 24 hours, fully managed.
“I can tell the EAs all strive for excellence and enjoy their work.”
The problem
The CEO becomes the bottleneck.
When everything runs through the CEO, their time disappears. The calendar turns into a daily negotiation, the inbox never clears, and board prep takes over the weekend. The person who should be setting direction ends up doing logistics anyone could handle.
The role
What does an executive assistant for a CEO do?
A CEO’s assistant runs the calendar, inbox, travel, and board and investor prep. At Viva, your EA works with one leader, comes from the top 1% we hire, and is fully managed by us. That frees you to focus on the company and your people instead of your calendar.
In depth
What a Viva EA runs for a CEO
The CEO seat touches everything. Here is what a dedicated EA actually owns, week to week. For the handover itself, see our guide on how to delegate to an executive assistant.
- Board decks and pre-reads, sent days early
- Data rooms and investor updates kept current
- Scheduling and minutes, action items tracked
- Keeps a private investor CRM current with check sizes and stage, so fundraising starts warm.
- Data rooms kept current, plus board and pitch deck prep ready ahead of every meeting.
- Your week prioritized around what matters
- Requests screened, and declined on your behalf
- Focus time and time zones protected
- Triaged daily, only what needs you reaches you
- Replies drafted in your voice, ready to send
- VIP threads flagged, follow-ups chased
- A daily inbox summary delivered in Slack, so you start the day on what needs you.
- Complex multi-leg travel, kept live
- Dinners, offsites and conferences handled
- Expenses captured and filed
- Leadership meeting cadence and follow-ups
- Cross-functional coordination across reports
- Light project and initiative tracking
- Owns the Monthly All Hands deck end to end, and works inside your stack, from Greenhouse or Ashby to HubSpot and Bill.com.
- The personal logistics that steal your time
- Appointments, reservations, household
- Discreet, under a confidentiality agreement
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
Board and leadership prep 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 CEOs 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
- Board and investor prep, 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
Most CEOs start with a dedicated EA. When you are ready for both, we also support a Chief of Staff.
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?
For most leaders, yes. A dedicated Viva EA costs about half a US in-house hire, is US-aligned and vetted from the top 1%, and comes with continuity built in, unlike an offshore pool or a staffing handoff. See the full Viva vs in-house EA comparison.
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.
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
Leaders who chose Viva
What leaders say once the calendar runs itself.
“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.”
“Sophia has been welcoming, helpful, and proactive. Working with her has been a better experience than a number of in-person EAs I have worked with in the past.”
“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.”
FAQ
Frequently asked questions
Can a Viva EA handle personal and business logistics?+
Yes. Many CEOs blend business and personal support, from calendar and travel to the logistics that otherwise steal time.
How fast can a CEO 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 board prep. A chief of staff owns strategy and cross-functional projects. Many CEOs have both, and most start with the EA because it frees the hours everything else depends on.
Is a Viva EA senior enough to represent a CEO?+
Yes. We hire the top 1% of applicants and train them for four weeks before they reach you. Our EAs support founders and public-company executives, and average more than two years with their leader.
How do you handle confidentiality and board-level information?+
Every EA works under a confidentiality agreement on an ISO 27001-aligned process, with VPN, secure password sharing and regular data wipes. Board, investor and personal information is handled with the same discretion an in-house hire would give it.
Can my EA screen and gatekeep my calendar and inbox?+
Yes. Your EA screens requests, declines on your behalf to rules you set, protects your focus time, and triages your inbox so only what needs you reaches you.
How much does an executive assistant for a CEO cost?+
One flat program 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.
Can an EA support a founder with fundraising?+
Yes. An executive assistant for founders keeps the investor CRM current with check sizes and stage, keeps the data room ready, and preps board and pitch decks ahead of each raise.
Does the EA work inside our tools?+
Yes. Your EA works inside your stack, whether that is Greenhouse or Ashby for hiring, HubSpot for CRM, or Bill.com for payments, and sends a daily inbox summary in Slack.
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.