Hire the Best Virtual Intake Assistants
For Operations leaders, the right support is a strategic advantage. A virtual executive assistant facilitates crucial operational rhythms, from managing departmental meetings to coordinating key projects. This partnership empowers you to focus on scaling the business and leading your team with confidence and clarity.
Trained
Through a 4-week training program that covers everything from resume screening to calendar tetris
Confidential
All our Recruiting Coordinators follow strict confidentiality agreements and protocols
Experienced
Proven previous experience in the same or similar roles to minimize ramp time
SUPPORTING Executives at Fast-Growing Companies Get Things Done Faster
Enhance Operations Efficiency with a Dedicated Virtual Intake Assistant
In an era of supply chain volatility and data overload, top operations executives are moving beyond traditional support. They’re embedding remote EAs to build more resilient, agile systems. A dedicated intake assistant becomes your operational command center, expertly triaging vendor communications, client requests, and internal escalations so you can maintain strategic oversight without constant interruption.
This frees you to focus on optimizing workflows and scaling infrastructure. Your Viva assistant can pre-process procurement requests and manage logistics dashboards, reclaiming up to 15 hours weekly for high-impact initiatives. We actively guide you in mastering delegation, ensuring your assistant is a true strategic partner who amplifies your ability to drive operational excellence.
Tasks Your Operations Virtual Assistant Can Do
Schedule Initial Meetings
Let your EA orchestrate the entire initial meeting process, reclaiming your valuable time and energy to drive growth and make a powerful first impression.
Collect Client Information
Your EA proactively streamlines client intake, gathering essential details so you can focus your energy on building relationships and driving strategic growth.
Prepare Intake Forms
Your EA transforms intake form preparation from a time-consuming chore into a seamless workflow, freeing you to concentrate on high-level strategic initiatives.
Coordinate Follow-Up Calls
Your EA proactively manages all follow-up communications, from scheduling calls to tracking outcomes, liberating your focus for high-impact work and maintaining crucial business momentum.
Organize Client Data
Your EA will meticulously organize client data, transforming scattered information into a streamlined system that fuels your workflow and frees you for strategic growth.
Manage Communication Channels
Your EA will master your communication channels, clearing the noise and giving you back critical time to focus on driving your company's vision forward.
Advantages of Hiring a Intake Virtual Executive Assistant
Navigating Constantly Shifting Priorities
Operations leaders constantly juggle shifting priorities, especially during funding rounds or product launches. A critical vendor contract might suddenly need renegotiation while you’re simultaneously onboarding a new cohort of engineers, stretching capacity thin and risking dropped balls on key operational milestones. A college-educated Viva EA brings exceptional adaptability to these dynamic environments. They take ownership of coordinating with vendors, managing logistics for departmental all-hands, and ensuring onboarding schedules are seamless, allowing you to focus on high-level strategy while they drive cross-functional success.
Streamlining Inefficient Manual Processes
Repetitive, manual processes can consume your day. Tasks like monthly revenue reconciliation, tracking event swag shipments, or managing calendar slots for critical pipeline calls are necessary but divert focus from optimizing core business systems. Your Viva EA is trained to be proactive and intuitive, built to handle these very tasks. By delegating repeatable financial admin and logistics, you not only reclaim 15+ hours weekly but also gain a partner who is always looking for ways to improve operational efficiency so you can focus on needle-moving projects.
How to Hire the Best Virtual Executive Assistants
Hiring the right executive assistant is a high-stakes challenge for Operations leaders, making it difficult to navigate the recruitment process effectively. Viva streamlines the entire experience from start to finish.
- We maintain a ready pool of pre-vetted, high-quality executive assistants, allowing you to meet and choose your ideal partner in under 24 hours.
- Our all-in-one solution handles all HR and logistics—including payroll, benefits, and equipment for your EA—so your only focus is delegation.
- Our structured onboarding process ensures your new EA integrates seamlessly into your workflow, ready to deliver results in less than a week.
Hiring Top Executive Assistants for Intake Made Simple
Frequently Asked Questions
An Intake executive assistant is your strategic partner for managing the constant flow of tasks and requests from your team. This single point of delegation frees you to focus entirely on high-leverage activities that drive the business forward.
Partnering with Viva bypasses the significant expenses of traditional hiring, as we manage all recruiting, training, and benefits. Our clients report that they access world-class executive support at roughly half the cost of a conventional hire, freeing up critical capital for growth.
Our executive assistants bring proactiveness and intuition to your intake process, taking complete ownership to ensure every detail is managed with precision. This empowers you to bypass operational friction and dedicate your full attention to scaling your business and leading your team.
What our customers are saying
It has been so great having Maryfer’s [Viva Recruiting Coordinator] support with all recruitment & people ops stuff. It’s awesome that with all the automations she’s building, we now have a clear tracking system. It has been such a relief for me.
Having Silvi [Viva Recruiting Coordinator] has reduced my stress levels. Not only did she learn what I shared with her very quickly, but she is learning new things to share with me to make the process run so much smoother.
We lost candidates because communication was slow, and the scheduling process took too long. Since Kat [Viva Recruiting Coordinator] joined, we’ve had faster follow-ups have reduced candidate drop-off and improved their overall perception of the process.
May [Viva Recruiting Coordinator] created a custom ChatGPT model for recruitment coordination. I’ve been quite impressed. He’s clearly trying to master the role, understand it fully, and be autonomous.
Andrea [Viva Recruiting Coordinator] has been wonderful. She's sharp, responsive and has picked up my complex recruiting processes really fast. I literally don't know how I would have survived the last 3 weeks without her help.
Don’t wait until you miss a critical deadline to get the support you need
