How it works
The system behind a great EA.
Hiring an assistant is the easy part. Keeping one who performs, stays, and actually gives you time back is the hard part. Three things make Viva work: the talent we hire, the technology they run, and the techniques we teach you both.
From first call to running your day
What makes it work
Talent, technology and techniques
Most EA services stop at placement. We treat the EA, the tools and your own delegation habits as one system, and we own all three.
Talent
The top 1% of applicants across Latin America, hired, trained and retained by us. You carry zero overhead.
Technology
Your EA drives adoption of the tools that kill busywork, from scheduling to email to meeting prep.
Techniques
We coach you, not just your EA, on delegation and prioritization, so the leverage compounds over time.
Pillar 1 · Talent
Hired, trained, and kept, so you never start over
Where the people come from, and why they stay.
We hire across ten countries in Central and South America. Every EA holds at least an undergraduate degree, has two or more years of professional experience, and is fluent in written and spoken English. Then a five-stage process narrows it to the top 1%.
The ones who make it spend four weeks in Viva University, our hands-on program shaped by executives. And because we handle hiring, payroll, compliance, oversight, upskilling and retention, none of that ever lands on your plate.
Top 1% selection
A five-stage screening across ten countries narrows thousands of applicants down to the one percent we place.
Degree and real experience
Every EA holds an undergraduate degree and at least two years supporting executives before day one.
Fluent, clear English
Written and spoken fluency, so nothing gets lost between you and your assistant.
Four weeks of Viva University
A hands-on program shaped by executives, finished before they ever touch your calendar.
Fully managed, always
Hiring, payroll, compliance, oversight and retention stay with us, never on your plate.
Built to stay
Two-plus years of average tenure, so you are not re-hiring and re-training every year.
Pillar 2 · Technology
The full stack your EA runs from day one
Whatever your team runs on, we have already trained on it. Onboarding takes hours, not weeks.
AI & Assistants
Claude
Your EA sets up: prompts and doc workflows for drafting, research and summaries.
So you get: first drafts and briefs ready, instead of a blank page.
OpenAI / ChatGPT
Your EA sets up: reusable prompts for emails, docs and quick analysis.
So you get: faster turnarounds on anything that starts as writing.
Gemini
Your EA sets up: research and doc workflows inside your Google stack.
So you get: answers pulled straight from your own files.
Copilot
Your EA sets up: Copilot across Microsoft 365 for mail, docs and meetings.
So you get: drafts and recaps inside the tools you already open.
Meetings & Notes
Granola
Your EA sets up: automatic notes and action items on every call.
So you get: decisions captured without anyone typing.
Otter.ai
Your EA sets up: live transcription and a searchable record of meetings.
So you get: every conversation findable later in seconds.
Fireflies.ai
Your EA sets up: recording, transcripts and call notes logged to your CRM.
So you get: follow-ups where your team already looks.
Zoom AI Companion
Your EA sets up: summaries and next steps inside Zoom.
So you get: a recap in your inbox before you leave the call.
Workflow & Automation
Zapier
Your EA sets up: automations that move data between your apps.
So you get: repetitive steps handled without a single click.
Make.com
Your EA sets up: multi-step automations for your specific processes.
So you get: complex hand-offs that run on their own.
AI agents
Your EA sets up: agents for routine, rules-based tasks.
So you get: the busywork cleared in the background.
Magical
Your EA sets up: text shortcuts for common replies and delegation templates.
So you get: hand-offs and replies that take seconds, not minutes.
Slack workflows
Your EA sets up: request forms and routing inside Slack.
So you get: intake and approvals that skip your inbox.
Calendly
Your EA sets up: scheduling links and rules, plus a calendar built around focus blocks.
So you get: a calendar that protects your time instead of splitting it.
Productivity Suites
Google Workspace
Your EA sets up: shared drives, calendars and docs, organized.
So you get: one clean system the whole team can find.
Microsoft Office
Your EA sets up: Outlook, Teams and SharePoint, structured.
So you get: your Microsoft stack run the way it should be.
Slack
Your EA sets up: channels, reminders and etiquette that cut the noise.
So you get: fewer pings and a clearer signal.
Notion
Your EA sets up: pre-meeting briefs, tasks and a page per direct report.
So you get: everything tracked in one place, not in your head.
Working in something we haven’t listed? Bring it. Our EAs ramp on new tools in days, not weeks.
Pillar 3 · Techniques
We train you, not just your EA
Delegation is a skill. We coach you on prioritization, delegation and compartmentalization so you actually scale, instead of handing over chaos.
The Productivity Funnel
A repeatable method for capturing, sorting and clearing tasks, so nothing lives in your head and nothing slips.
The 5 Ws of delegation
What, why, who, when, and the before and after. A simple frame so a hand-off lands right the first time.
Focus Time
Protected blocks defended by your EA, so the deep work actually happens.
The repeatable cycle your EA runs on every delegated task.
Prepare
Scope the task, gather context and confirm the goal.
Execute
Do the work, asking only when a real decision is needed.
Review
Check against the brief before it reaches you.
Finalize
Deliver, close the loop, and capture what to repeat.
The journey
What the first few weeks look like
You spend about thirty minutes up front. We carry the rest.
Discovery call
Thirty minutes on the executive being supported, the scope, and what good looks like. No prep needed, even if you have never delegated before.
Match in 24 hours
We source from our network, not a job board, and put two or three vetted, ready-to-start EAs in front of you. You pick from a curated shortlist, you do not screen resumes.
Start with a pilot
Begin with a one-month trial so you can feel the fit before committing to the quarter. Most executives feel the calendar lighten within two weeks.
Onboarding
Your EA learns your tools, your voice and your priorities, and sets up the Calendly, Magical and Notion workflows above. We guide both sides through it.
Ongoing, with a CSM
A dedicated Customer Success Manager, regular check-ins, upskilling, backfill when your EA is out, and a replacement guarantee if the fit is ever wrong.
Get started
Ready to get your time back?
Tell us about your role and meet two vetted EAs within 24 hours, no commitment.
Built to handle sensitive work
Confidentiality is part of how we hire and train. Every EA works under a confidentiality agreement, on an ISO 27001-aligned process trusted by SOC 2-certified customers, with the controls your IT and legal teams expect.
Proof
Leaders who chose Viva
Real words from the executives our EAs support, across engineering, marketing, operations and the C-suite.
“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.”
“My inbox and systems have been completely turned over to make me more efficient and organized. My calendar now creates blocks of working time I previously did not have.”
“Viva provides exactly the calendar and operational support that I need, without any of the career management overhead.”
“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
Questions you might have
Do I need any experience delegating to an assistant?+
No. Our onboarding is built so you do not need prior delegation experience. We coach both you and your EA through the first weeks using the techniques above.
Can I start without committing to a quarter?+
Yes. Most clients begin with a one-month pilot, then move to quarterly once they feel the fit.
Who manages my EA day to day?+
You do, for the work itself. We handle everything around it: HR, payroll, compliance, performance oversight, upskilling and retention.
What time zone does my EA work in?+
Your EA supports you from 8am to 5pm in your local time, full-time, across every North American time zone, from Pacific to Eastern.
How strong is their English?+
Every EA is fluent in written and spoken English and has previous experience working in English.
Where is the talent based, and how qualified are they?+
Our talent works across ten countries in Central and South America, each with at least an undergraduate degree and two-plus years of professional experience.
How are they trained?+
After a five-step process that hires the top 1% of applicants, each EA completes four weeks of Viva University, our hands-on program shaped by executives like you.
What is included in a plan?+
Each plan includes a dedicated, full-time executive assistant and a dedicated Customer Success Manager.
What if I need more capacity?+
We can onboard an additional EA in under 24 hours. We do not offer part-time support, since full capacity delivers the best results.
How do you handle data privacy?+
EAs are trained on confidentiality and equipped with VPN, antivirus and secure password sharing, plus daily or weekly data wipes. We are trusted by SOC 2-certified customers.
What if it is not the right fit?+
Our oversight does not end at placement. If something is not working we rematch you quickly, backed by our replacement guarantee.
Get started
See how it would work for you
One discovery call is all it takes to map the talent, the tools and the techniques to your week.