How to choose a reliable virtual assistant agency for your company

TL;DR

• Understand executive virtual assistant services
• Identify who can benefit from these services
• Differentiate between executive VAs and freelancers
• Know what onboarding entails
• Learn about day-to-day workflow management
• Set expectations for outcomes
• Assess security and quality controls
• Discover why companies prefer Viva for executive virtual assistant services

Table of contents

• What are executive virtual assistant services?
• Who are virtual EAs for?
• How are executive virtual assistant services different from freelance VAs or staffing marketplaces?
• What does onboarding involve for executive virtual assistant services?
• How do workflows and communication operate day-to-day?
• What kind of outcomes should I expect from a virtual EA?
• How does Viva handle security and quality control?
• Why do growing companies choose Viva for executive virtual assistant services?

What are executive virtual assistant services?

According to Gartner, more than half of C-suite leaders are likely to leave their org within the next two years, and 27% may leave within six months. If a leadership exodus happens at your org, you’ll need to fill the gap, fast. So how do you ramp up a new leadership team quickly and effectively?

One of the fastest ways to reduce ramp-up time is to have executive assistants who are embedded in the organization and are not tied solely to the leader who exited. An EA-managed service like Viva ensures continuity, institutional knowledge, and structured support, setting new executives up for success from day one.

A virtual assistant agency provides experienced remote executive assistants who work full-time with senior leaders, often across time zones and teams. A virtual assistant agency, unlike generic VA platforms, provides services that are built for continuity, discretion, and high-level business support.

The tasks that executive assistants handle can range from inbox triage in Superhuman or Gmail to managing OKR check-ins, coordinating recruiting pipelines, and facilitating internal communications. Think: strategic inbox management, calendar moves with context, or stakeholder follow-up after investor calls.

“My EA is going above and beyond to protect my calendar and give me leverage by assisting me in various tasks ranging from calendar and email management, meeting organization and prep, and travel planning.” – Birkan Icacan, Head of Enterprise, Notion

A good virtual assistant agency matches execs with assistants who aren’t just task-doers; they act as workflow stewards  

Who are virtual EAs for?

Virtual executive assistants are ideal for CEOs, founders, C-suite leaders, and people teams who are often facing overwhelming operational demands. Tech companies, in particular, can benefit from EAs, who help execs reclaim valuable time and focus on strategic initiatives. Leaders can drive growth while eliminating operational drag by leveraging the support of a dedicated EA.

There is no reason you should stick to what we mentioned above; that’s simply industry standard. When building the executive support function at your org, look at your leadership team and make decisions based on their needs. 

According to the latest Global Leadership Forecast 2025, based on insights from 10,796 leaders worldwide, 71% of leaders report they’ve experienced significantly higher stress since stepping into their current role. So, if you’re in charge of hiring a virtual assistant agency or assigning EA support, look at which leaders show the highest levels of stress.

Notion is a great example of how you can go off the book when creating the EA support function. We recently spoke with Latoya Freeman, Exec Ops Partner at Notion, and she told us how she shaped the function: other than the C-level executives and the heads of departments, nobody gets EA support unless they meet very specific criteria. She created a framework for EA support eligibility. Here’s the criteria someone needs to meet in order to get support: 

• C-level executive recommendation
• Manager of managers
• 8+ direct reports or 20+ total FTE
• Frequent travel (1x/month)
• Distributed team across multiple offices
• Ownership of offsites, events, or complex project management
• High calendar volume or customer-facing responsibilities
• Executive buy-in and budget alignment

How are executive virtual assistant services different from freelance VAs or staffing marketplaces?

Executive virtual assistant services, such as those offered by Viva, focus on matching skilled assistants with leaders based on specific business needs. These partnerships go beyond transactional engagements seen in freelance or marketplace models. With a structured onboarding process and ongoing coaching, executive VAs from services like Viva are equipped to handle the unique demands of fast-paced environments, providing a high-touch experience that ensures alignment with company goals.

What does onboarding involve for executive virtual assistant services?

Onboarding executive assistants requires a tailored approach to ensure that they are well-integrated into the company culture and workflows. This often includes detailed training on company systems, tools, and standards of confidentiality. A proficient service like Viva implements a structured four-week training program to equip EAs with the skills and knowledge they need to make an immediate impact.

“I was expecting onboarding to take 3 months, but within 1 week our EAs had been up and running like they’ve been part of Shippo for a while. It also didn’t take a lot of time from me or any of the other leaders.” – Teryle Aguilar, SVP of People, Shippo

How do workflows and communication operate day-to-day?

Day-to-day operations with virtual EAs involve streamlined communication and structured workflows. Expectations are set clearly from the beginning, outlining responsibilities and priority tasks. Effective tools and platforms enable seamless interaction between the executive and the EA, ensuring that both parties remain aligned on objectives and deadlines.

What kind of outcomes should I expect from a virtual EA?

When you partner with an executive virtual assistant service like Viva, you can expect substantial improvements in productivity. EAs alleviate administrative burdens, allowing leaders to focus on strategic initiatives that drive growth. With a commitment to excellence, outcomes include increased efficiency, operational continuity, and improved support for leadership teams.

“We were able to see value instantly from bringing in a Viva EA, we are happy we did it, and we are actually looking at adding one more.” – Jason Fudin, CEO, Placemakr

How does Viva handle security and quality control?

Viva operates with enterprise-level security standards to protect client data, communication, and workflows. Executive assistants are trained in strict confidentiality protocols and operate under comprehensive NDAs and data protection agreements. Access to systems is permission-based and monitored. From onboarding to daily operations, Viva treats data privacy and information security as a foundational responsibility, never as an afterthought.

Why do growing companies choose Viva for executive virtual assistant services?

Growing companies choose Viva because of its rigorous talent selection, deep specialization in fast-moving workflows, and a strong social mission focused on creating meaningful opportunities for women in emerging economies. The unique combination of top-tier talent, structured training, and a dedication to operational excellence sets Viva apart as the preferred partner for tech companies aiming to maximize leadership effectiveness.

If you’re interested in knowing more about what executive support would look like for your org, talk to our team. They will guide you through the process of getting an executive assistant who can help your leadership team move even faster.

FAQs

What are executive virtual assistant services?

Executive virtual assistant services provide skilled remote assistants who integrate into organizations, offering high-level support tailored to leaders’ strategic needs. These services prioritize continuity and productivity, making them ideal for tech companies.

Who can benefit from virtual EAs?

Tech companies, CEOs, and C-suite leaders benefit significantly from virtual executive assistants, who help streamline operations and allow leaders to focus on strategic initiatives.

How do executive virtual assistant services differ from freelancers?

Unlike freelancers, executive virtual assistant services like Viva provide a structured, continuity-focused partnership that includes tailored onboarding, ongoing training, and high-level business support that is typically not available in standard freelance arrangements.

What does the onboarding process look like?

Onboarding includes a comprehensive four-week training program designed to equip executive assistants with the skills to adapt to company culture, tools, and processes effectively.

How do communication and workflows function daily?

Daily operations are characterized by clear communication structures and priority management, ensuring leaders and their assistants remain aligned on tasks and objectives.

What outcomes can be expected?

You can expect increased productivity and efficiency, allowing leadership to focus on high-impact strategies and initiatives as operational burdens are alleviated.

How does Viva ensure security?

Viva adheres to enterprise-level security standards, employing strict confidentiality protocols and monitoring access to ensure client data and workflows remain secure.
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Fadua Caicedo Díaz del Castillo

Fadua is a bilingual advertiser and holds a master’s degree in creative writing. With over ten years of experience, she has written countless advertising and social media campaigns, blogs, interviews, and everything in between. She writes about startups, the impact of executive assistants, and the stories behind their work. When she’s not writing, she is spending quality time with her husband and son, hiking, reading, or discovering new cafés.