For the Chief Design Officer
Run the creative org, not its calendar.
A dedicated EA who keeps creative reviews and agency threads moving, and holds the brand launch calendar together. Paired with you in under 24 hours, fully managed.
She really gets my rhythm of work and we are always in sync.
The problem
The CDO becomes the bottleneck.
A CDO answers for the brand and for the creative org behind it. With no support, creative reviews pile up and agency threads stall. The exec calendar swallows the hours brand direction needs.
The role
What does an executive assistant for a Chief Design Officer do?
An executive assistant for a Chief Design Officer runs the operational layer of the creative org: review cadences across marketing and product, agency and vendor paperwork, design system governance sessions, and brand launch calendars. Your Viva EA is dedicated, top 1%, and fully managed. Mapping the handoff? Start with our guide on how to delegate to an executive assistant.
In depth
What a Viva EA runs for a Chief Design Officer
A CDO’s EA runs the operational layer of the creative org. Here is what that covers, cadence by cadence.
- Cross-marketing and product reviews on a set cadence
- Pre-reads and asset links collected the day before
- Decisions logged in Notion with owners attached
- Agency check-ins scheduled and prepped
- SOWs, invoices and renewals chased to signature
- Production timelines tracked against launch dates
- Council sessions on the calendar every month
- Adoption reviews prepped with team leads
- Exceptions and decisions documented
- Launch calendars kept current across teams
- Asset approvals chased before deadlines
- Press and event logistics handled
- Week anchored around review blocks
- Requests screened and declined in your voice
- Prep time held before board and exec meetings
- Inbox triaged twice a day
- Conference and speaking travel booked and kept live
- Expenses filed weekly
The bar
Only the top 1% ever reach you
Every Viva EA clears the same pipeline before they are matched to a design executive. See how we vet and train EAs.
In practice
A week with your Viva EA
One rhythm, repeated weekly, so the creative org never waits on your calendar.
Before Monday
Review slots confirmed and pre-reads chased from marketing and product.
Monday morning
An agency status digest and the live launch calendar in your inbox.
Every day
Inbox triaged. Vendor invoices routed and review decisions logged with owners.
Friday
Launch trackers updated and next week’s reviews prepped. Expenses filed.
Common question
Executive assistant vs Chief of Staff
Many design executives eventually have both. Most start with the EA, because the creative org’s calendar is where the hours actually go.
Runs the day
- Creative review cadence and exec calendar
- Agency threads and vendor paperwork
- Launch logistics, travel and expenses
- Follow-ups across marketing and product
Runs the plan
- Cross-functional projects and initiatives
- Operating rhythm and planning cycles
- Strategy, analysis and decision prep
- Often supported by an EA of their own
See how we support a Chief of Staff when you are ready for both, or read the full EA vs Chief of Staff guide.
Get started
Ready to get your time back?
Tell us how your creative org runs and get matched with a vetted EA within 24 hours, no commitment.
Viva Match
Great executive support starts with the right match.
A four-step process built around fit. 300+ executives matched, and the re-match rate inside 30 days runs under 4%.
Understand your needs
30 minutes to map the executive’s work style, pace, and what they need delegated.
Get matched
We’ll carefully consider your preferences, working style, and support needs to find the best EA for you.
Get onboarded
We provision full access and your CSM joins the kickoff, so you’re up and running within 24 hours.
Delegate & see value
Customers see value within about 2 weeks, thanks to our managed service and high-quality support.
96%
Executives keep their first matched EA past the 30-day mark. The other 4% are re-matched at no cost.
Cost
How much does a Viva executive assistant cost?
A flat program fee, typically around half the fully-loaded cost of a US-based in-house hire, with no recruiting markups and a one-time onboarding fee. Every plan includes a dedicated EA and a Customer Success Manager. Run your own numbers with the executive assistant cost calculator.
Why Viva
Is a managed EA better than hiring in-house or going offshore?
Half the cost, none of the overhead
A flat program fee, around half the $120k to $140k fully-loaded cost of an in-house EA. No recruiting markups, no payroll, no management overhead. See the full Viva vs in-house comparison.
Dedicated and US-aligned, not pooled offshore
One EA dedicated to you, fluent in English and working your hours from Pacific to Eastern. Never a rotating offshore pool.
Continuity you can count on
Viva EAs average 2+ years with their executive. PTO backfill, a dedicated Customer Success Manager and a replacement guarantee keep coverage continuous. Gross retention runs 92%.
Proof
Design leaders who chose Viva
Real words from the leaders our EAs support.
“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.”
“Sofia takes cognitive load off of me and is proactive in the way that I would be if I did not have an EA. She represents me well and holds the high bar I have even for myself.”
“Viva provides exactly the calendar and operational support that I need without any of the career management overhead.”
“She has never let me down. Estefania is responsive and competent with a high attention to detail.”
“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.”
FAQ
Frequently asked questions
Can a Viva EA manage agencies and creative vendors?+
Yes. Your EA keeps briefs moving, tracks SOWs, invoices and renewals in Bill.com, schedules the agency check-in cadence, and chases production timelines against launch dates.
Can an EA run the logistics of design system governance?+
They own the calendar side of it: council sessions scheduled monthly, adoption reviews prepped with team leads, decisions and exceptions documented and circulated. The standards stay yours.
How does an EA support a brand launch?+
They keep the launch calendar current across marketing and product, chase asset approvals before deadlines, and handle event and press logistics. You review the work instead of chasing it.
How are Viva EAs vetted?+
Through a five-stage recruitment process that hires the top 1% of applicants, followed by four weeks of Viva University, our hands-on training program.
Where is the talent based?+
Across 15 countries in Latin America, fluent in English and aligned to US business hours, from Pacific to Eastern.
What if the fit is not right?+
We rematch you quickly, backed by a replacement guarantee. Our oversight does not end at placement.
How do you handle unreleased brand work?+
Every EA works under a confidentiality agreement on an ISO 27001-aligned process, with VPN, secure password sharing and regular data wipes.
How much does an executive assistant for a Chief Design Officer cost?+
One flat program fee, around half the $120k to $140k fully-loaded cost of an in-house hire. A dedicated Customer Success Manager is included, and plans start at $3,999/mo.
Keep exploring
More ways to work with Viva
How Viva works
See how matching and onboarding actually run.
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.
Get started
Match in under 24 hours.
One discovery call. We map your executive’s needs, surface 2 pre-vetted EAs, and get you live in a day.