For the CMO
Keep your CMO on the campaign.
A dedicated EA who runs the agency cadence and your board update cycle, with conference season handled. Matched in 24 hours, fully managed.
“My calendar now creates blocks of working time I previously did not have.”
The problem
The CMO becomes the bottleneck.
A CMO carries brand and demand at once, and the calendar shows it. With no support, agency approvals wait on your inbox and the board update gets built after hours.
The role
What does an executive assistant for a CMO do?
An executive assistant for a CMO runs the executive layer of marketing: the board update cycle, agency and PR coordination, keynote logistics, and the budget picture. Everything runs under confidentiality agreements on an ISO 27001-aligned process, so unreleased work stays private. Planning the handoff? Read how to delegate to an executive assistant.
In depth
What a Viva EA runs for a CMO
A CMO’s week splits between the exec table and the marketing org. Here is what your EA owns on both sides.
- Marketing’s board update assembled each cycle
- Metrics chased from demand and brand leads
- Pre-reads out days before the meeting
- Follow-ups tracked to the next session
- Agency check-ins held on a set cadence
- Briefs and approvals chased to close
- Press windows and embargo dates tracked
- SOWs and invoices filed in Bill.com
- Speaking slots and prep sessions scheduled
- Rehearsal time blocked before every keynote
- Dinners and 1:1s booked around each event
- Travel expenses filed the week you land
- Spend tracked across agencies and platforms
- Invoices reconciled against the plan monthly
- Renewal dates flagged before contracts roll over
- The budget picture ready before finance asks
- Week anchored to exec staff and board dates
- Requests screened and declined in your voice
- Inbox triaged with press threads first
- Time zone reschedules absorbed without pinging you
- Leadership syncs and 1:1s kept on cadence
- Quarterly offsites planned end to end
- Action items chased between leadership meetings
- Interview loops for senior hires scheduled
The bar
Only the top 1% ever reach you
Every Viva EA clears a five-stage screen before a match. See how we vet and train EAs.
In practice
A week with your Viva EA
One steady cadence, so conference season stops eating strategy time.
Before Monday
Agency check-ins confirmed and board cycle checkpoints set for the week.
Monday morning
The approval queue and press windows summarized before your first meeting.
Every day
Inbox triaged. Press and analyst threads flagged, replies drafted in your voice.
Friday
Budget tracker reconciled and next week’s reviews prepped. Expenses filed.
Common question
Executive assistant vs Chief of Staff
Most CMOs end up with both. The EA comes first, because the agency cadence and the board cycle are where the week disappears.
Runs the day
- Board update cycle and exec scheduling
- Agency and PR threads chased
- Keynote travel and event logistics
- Inbox triage with press threads flagged
Runs the plan
- Cross-org initiatives carried end to end
- Planning cycles and the operating rhythm
- Decision memos and strategy docs
- Usually backed by an EA of their own
Weighing both? Read the EA vs Chief of Staff guide, or see how we support a Chief of Staff.
Get started
Ready to get your time back?
Tell us how your agencies and board cycle run, and meet two vetted EAs within 24 hours, no commitment.
Viva Match
Great executive support starts with the right candidate.
Four steps, all built around fit. We’ve matched 300+ executives, and re-matches inside 30 days run under 4%.
Understand your need
30 minutes with your executive to map work style, pace, and what they actually need delegated.
Identify the strongest fit
2 pre-vetted EAs surfaced from our bench. Each one is tested against your specific brief.
Meet your candidates
Your executive picks. CSM joins the kickoff. Full access provisioned within 24 hours.
Managed support
30-day check-ins, ongoing coaching, and re-matches at no cost if there isn’t a strong fit.
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, 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. Put your own numbers in 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, and none of the payroll or recruiting overhead. The Viva vs in-house EA comparison has the full math.
Dedicated and US-aligned, not pooled offshore
One EA dedicated to your marketing org, fluent in English and on your hours from Pacific to Eastern. Never a rotating offshore pool.
Continuity you can count on
Viva EAs stay 2+ years on average. PTO backfill, a dedicated Customer Success Manager and a replacement guarantee keep coverage through conference season. Gross retention runs 92%.
Proof
Leaders who chose Viva
Real words from the leaders our EAs support, marketing chiefs included.
“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.”
“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.”
FAQ
Frequently asked questions
Can a Viva EA manage our agencies and PR firm?+
Yes. Agency check-ins stay on a set cadence, briefs and approvals get chased to close, press windows are tracked, and SOWs and invoices are filed in Bill.com or your AP tool.
Can an EA prep marketing’s board update?+
They run the cycle: metrics chased from your leads, the deck assembled from your template, pre-reads out before the deadline, and follow-ups tracked to the next session. The narrative stays yours.
Can an EA run conference and keynote logistics?+
Yes. Speaking slots and rehearsal blocks get scheduled, and travel and dinners around each event are booked and kept live. Expenses are filed the week you land.
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 campaigns and 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 CMO cost?+
A flat program fee, around half the $120k to $140k an in-house hire costs fully loaded. 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. Re-match anytime at no cost if the fit isn’t right.