Hire the Best Virtual Meeting Assistants
A virtual executive assistant is your partner in operational excellence. By orchestrating complex scheduling and communications, they create the space you need to focus on strategic growth, allowing you to reclaim valuable hours for the high-stakes decisions that truly move the needle for your company.
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
Streamline Administration Tasks with a Virtual Assistant for Meetings
The modern administrative landscape demands constant context-switching, leaving little room for strategic oversight. A virtual executive assistant steps in to manage the entire meeting lifecycle. They orchestrate complex calendar negotiations, prepare and distribute detailed agendas, and manage all pre-reading materials, freeing you from the operational churn to focus on high-impact leadership.
This strategic partnership can reclaim over 15 hours of your work week. It’s why top C-suite leaders are turning to remote EAs to boost operational horsepower. At Viva, we elevate this relationship by actively coaching you on effective delegation, ensuring your EA becomes a seamless extension of your executive function and a true force multiplier for your team.
Tasks Your Administration Virtual Assistant Can Do
Prepare Meeting Agenda
Your EA will craft strategic, outcome-driven agendas, transforming your prep time into focused execution and ensuring every meeting starts with purpose and clarity.
Schedule Meeting Appointments
Your Viva EA takes full ownership of your calendar, scheduling every meeting to free your time and amplify your strategic impact and daily workflow.
Coordinate Meeting Logistics
Let your EA orchestrate every detail of your meetings, reclaiming your valuable time and energy to drive your business forward with undivided attention.
Distribute Relevant Materials
An EA proactively circulates essential materials before key meetings, liberating your schedule and mental bandwidth to concentrate on driving impactful business outcomes.
Manage Meeting Invitations
Your EA expertly manages every meeting invitation, transforming your calendar into a strategic asset that protects your time and amplifies your leadership impact.
Record Meeting Minutes
An EA meticulously captures every detail in meetings, freeing you to fully engage and lead the conversation while ensuring critical action items drive momentum forward.
Advantages of Hiring a Meeting Virtual Executive Assistant
Escape the Administrative Whirlwind
You’re trying to steer the ship, but you're stuck bailing water—managing chaotic calendars, juggling vendor communications, and getting lost in email threads. This administrative friction distracts you from critical projects and strategic planning. A college-educated Viva EA steps in as your operational partner, proactively taking ownership of these tasks. By delegating calendar and email management, our clients reclaim over 15 hours weekly, redirecting their focus to high-impact initiatives that drive growth.
Turn Meeting Mayhem into Momentum
Walking into a key meeting unprepared or having your day derailed by scheduling conflicts undermines your effectiveness. A high-quality Viva EA transforms this chaos into a strategic advantage. They don’t just book meetings; they own the entire process—anticipating needs, resolving conflicts before they happen, and preparing detailed briefs so you’re always one step ahead. From handling travel logistics to running departmental all-hands, they ensure every interaction is seamless and productive, amplifying your leadership.
How to Hire the Best Virtual Executive Assistants
Finding a high-caliber executive assistant who truly fits your workflow can be a frustrating, months-long search. Viva transforms this entire experience, connecting you with your ideal EA in under 24 hours.
- We manage the entire recruitment process, from vetting to onboarding, so you skip the hiring headaches and move straight to delegation.
- You’ll meet perfectly matched EAs from our ready-to-start talent bench, allowing you to find the right partner in less than a day.
- We handle all the operational details for your EA, including their equipment and benefits, ensuring they are fully supported and ready to contribute from day one.
Hiring Top Executive Assistants for Meeting Made Simple
Frequently Asked Questions
A Meeting Executive Assistant orchestrates all the moving parts of your critical meetings, from scheduling and prep to agenda and follow-ups. This frees C-suite executives to concentrate on high-impact decisions and strategic leadership, ensuring their time is spent driving the business forward.
Hiring a Viva EA can cut your costs by as much as half compared to a traditional hire, as our all-inclusive model absorbs the overhead of recruiting, benefits, and equipment. This allows you to redirect significant capital and 15+ weekly hours of executive focus back into driving growth and hitting your milestones.
Viva’s executive assistants transform your meeting management by proactively handling everything from scheduling critical calls to preparing detailed briefs, ensuring you enter every conversation fully prepared. Their intuitive support and specialized training in meeting management free you to focus on driving growth, turning your calendar into a strategic asset.
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
