For construction
Support that keeps projects on schedule.
Bids, permits, subs and site visits pull builders in every direction. A dedicated EA keeps the office side tight. Matched in 24 hours, fully managed.
“Jennifer has helped me manage an incredibly high meeting load. I could not get as much done without her.”
The problem
Where a builder’s week springs leaks
The field usually runs fine. It is the office side that slips while everyone is out on site.
Your context
What does an executive assistant do for a construction or engineering firm?
An executive assistant for construction keeps the office side of the build moving: bid calendars, permit and RFI tracking, subcontractor confirmations and site-visit travel. Owners and project executives keep their field time while the follow-ups happen anyway. Each Viva EA cleared our five-stage screen; see how we vet and train EAs.
What they own
The office work a Viva EA runs for builders
Start with the bid calendar, then hand over the chasing. The guide on how to delegate to an executive assistant covers the handoff week by week.
- Bid dates tracked backward with milestone reminders
- Proposal documents assembled and routed for review
- Pre-bid walkthroughs locked on the calendar early
- Addenda logged and shared the day they land
- Permit applications logged with weekly status checks
- RFIs and submittals chased until answered
- Expiring permits flagged before they idle a crew
- Inspection appointments booked around crew schedules
- Sub confirmations locked in before each phase
- Insurance certificates collected and kept current
- Crew changes resequenced the same day
- Sub contact lists kept current per project
- Site days routed with drive time blocked
- Flights and lodging booked for distant projects
- Field notes turned into tracked follow-ups
- Recurring site walk cadence held on every calendar
- Quotes gathered and compared for quick sign-off
- Invoices routed through Bill.com for approval
- Delivery windows confirmed against the project schedule
- Change order paperwork prepped for your signature
- Weekly progress notes drafted in your voice
- Meeting minutes issued within one business day
- Punch list follow-ups tracked through closeout
- Owner meeting agendas sent two days ahead
Get started
Keep the field time, lose the office backlog.
Tell us what a project week looks like and meet vetted EAs within 24 hours, no commitment.
Viva Match
Great executive support starts with the right candidate.
Four steps built around fit. We’ve matched 300+ executives, owners and project execs among them. Re-match rate inside 30 days: 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 monthly fee, about half what an in-house hire costs at $120k to $140k fully loaded. Every plan includes a dedicated EA and a Customer Success Manager. Price it for your firm with the executive assistant cost calculator or see the Viva vs in-house comparison.
Proof
Leaders who chose Viva
Executives who carry big project loads, on what changed.
“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
Which construction and engineering roles do you support?+
Owners, principals, general contractors, project executives and operations leaders. The EA usually sits with whoever carries the most coordination, which at most firms means the owner first.
Can an EA track permits, RFIs and submittals?+
Yes. Your EA logs each item and chases it weekly until answered. Anything with a date that puts the schedule at risk gets flagged to you first.
How does an EA help us hit bid deadlines?+
The bid calendar gets tracked backward from each due date, with reminders at every milestone. Documents are assembled early and the final package is confirmed submitted, not assumed.
Can the EA schedule our subcontractors?+
Yes. Confirmation calls and insurance certificate collection run as standing work. When a crew change hits, your EA reworks the sequence the same day and notifies everyone affected.
Do we need to provide software or licenses?+
Only seats in tools you already run. Most firms add their EA to email and the project system on day one, with access provisioned through secure password sharing.
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.
What if the fit is not right?+
We rematch you quickly, backed by a replacement guarantee. Our oversight does not end at placement.
Keep exploring
More ways Viva supports construction teams
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.
Get started
Match in under 24 hours.
One discovery call about your project load. Meet 2 pre-vetted EAs and get the office side covered this week. Re-match anytime at no cost.