Managed service
Managed executive assistant service
A dedicated executive assistant, backed by an entire operational team. You get the structure, the systems, and the ongoing support that keep the work consistent long after the first month.
“The business impact Viva has had is all the time they have given back to their executives.”
The idea
What a managed EA service actually is
A managed executive assistant service is more than one person handling tasks. You get a dedicated EA who typically supports one to three executives, running your calendar, your inbox, your meetings, and the operational work that fills a leader’s week.
The difference is what sits behind that EA. Their work is backed by a system: shared tools, standard ways of working, and a support team that keeps quality consistent. So you are not depending on one person remembering everything. You are relying on a service that is built to hold up as your delegation grows.
The difference
What sets a managed service apart
A freelancer gives you one person. A managed service gives you a person plus the structure that makes their work reliable. Three things carry most of that weight.
One EA, backed by 100+
Behind your EA is a network of more than 100 Viva EAs who share knowledge and lend a hand. Complex work gets solved faster, and best practices move between assistants instead of getting stuck with one.
Built on systems, not from scratch
Your EA starts with standardized SOPs and workflow automations across Slack or Teams and Notion or Asana, plus meeting-prep tools and AI summaries. They move fast on day one and stay consistent as the work grows.
A dedicated Customer Success Manager
Every managed service includes a CSM who guides onboarding, aligns your 30, 60, and 90-day goals, and expands what you delegate over time. They are your check that the service keeps delivering value.
The work
What your EA handles
The recurring work that fills a leader’s week, owned end to end so it stops landing on you.
Calendar and inbox
Your schedule and email, run day to day so requests get handled before they reach you.
Meeting prep and follow-ups
Agendas and context before, notes and action items after, so nothing gets dropped.
Travel planning
Flights, hotels, and itineraries booked and confirmed, with the details in one place.
Stakeholder communication
Drafting, chasing, and coordinating messages so the right people hear back on time.
Project coordination
Owners, deadlines, and status tracked across your tools so work keeps moving.
Team operations
The recurring internal work, from expense reporting to onboarding support, handled quietly.
How it works
How it works
Review your workload
We start with the work you want off your plate: what fills your week, where the time goes, and what you would delegate first.
See how Viva operates
You meet the parts of the service: your EA, the team behind them, and the Customer Success Manager who keeps it all aligned.
Plan your first 30 to 60 days
Your CSM sets the early goals with you, so the first month has a clear plan and delegation grows from there.
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
Managed EA service, answered
What is a managed executive assistant service?+
A managed executive assistant service pairs you with a dedicated EA and backs their work with a support team, shared systems, and a Customer Success Manager. Instead of hiring one freelancer, you get a person plus the structure that keeps the work consistent as your delegation grows.
How many executives does one EA support?+
A Viva EA typically supports one to three executives. That range keeps them close enough to your work to own your calendar, inbox, meetings, and operations without being spread thin.
What does the Customer Success Manager do?+
Every managed service includes a dedicated Customer Success Manager. They guide onboarding, align your 30, 60, and 90-day goals with your EA, and look for ways to expand what you delegate over time. They are your feedback layer for keeping the service on track.
What if my EA is not the right fit?+
If your EA is not the right fit, we coach them with your CSM, and if needed we do an EA swap. The managed model is built to lower that risk, so you are not stuck the way you would be with a single freelancer.
How fast can I get started?+
Usually within about 24 hours of the intro call. Viva matches you with an EA from the top 1% of applicants, so there is no job post to write and no screening pile on your side.
Keep exploring
Explore Viva by role and situation
Executive assistants for the C-suite
CEO, CFO, COO and the rest of the leadership team.
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.
A managed EA service, fully handled
A dedicated EA, a support team, and a Customer Success Manager, working together so the operational load stops falling on you.
Tell us what you want off your plate and we will match you, usually within about 24 hours.
Hire your EA →