For healthcare
Precision and discretion, always.
Regulated, high-stakes environments need an EA who handles sensitive information with care and never misses a detail. Matched in 24 hours, fully managed.
“Immediate value and impact. Frankly, I do not understand how I operated before.”
The problem
Where healthcare weeks fall apart
Clinical schedules and committee work pull one way; records and credentialing paperwork pull another.
Your context
What does an executive assistant do in healthcare and biotech?
A healthcare executive assistant keeps the clinical and corporate halves of your week from colliding. Committee meetings land around clinic blocks, credentialing renewals get tracked months out, and records requests keep a named owner. Every Viva EA works under a confidentiality agreement on an ISO 27001-aligned process, and has cleared the same bar: how we vet and train EAs.
Two calendars compete in most healthcare organizations: the one that treats patients and the one that runs the business. A generalist assistant can manage the second. It takes discipline to protect the first. Viva EAs work from your rules about what can move and what cannot, and those rules get written down during onboarding. Most healthcare clients start with scheduling and credentialing, then add records coordination in the first month. 90% feel the value within two weeks, and the average EA stays past two years.
What they own
What your EA runs in healthcare and biotech
Six lanes shaped by a regulated week. Not sure what moves first? Read our guide to delegating to an executive assistant.
- Committee meetings placed around clinic blocks
- Site visits batched into single travel days
- Reschedules handled without touching patient hours
- Standing leadership meetings kept on cadence
- Renewal dates tracked months ahead
- Paperwork gathered before deadlines get close
- Verification requests chased to completion
- Privileging and committee dates calendared early
- Every records request logged with an owner
- Outside offices chased until files arrive
- Referral paperwork routed the same day
- Documents handled under your confidentiality rules
- Agendas and pre-reads out days early
- Minutes captured and actions assigned
- Recurring committee prep run to a checklist
- Follow-ups tracked to the next session
- Access through VPN and secure password sharing
- Regular data wipes on a set schedule
- A signed confidentiality agreement before day one
- An ISO 27001-aligned process end to end
- Trial site scheduling coordinated with study teams
- Investigator meetings placed across time zones
- Abstract and conference deadlines kept visible
- Investor updates assembled for biotech boards
Get started
Ready for a calmer week?
Tell us how your week runs and meet two vetted EAs within 24 hours, no commitment.
Viva Match
Great executive support starts with the right candidate.
The same four steps for every match. We’ve matched 300+ executives, with a re-match rate under 4% inside 30 days.
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 what an in-house hire costs at $120k to $140k fully loaded. A dedicated EA and a Customer Success Manager come with every plan. Check your scenario in the executive assistant cost calculator or read the Viva vs in-house comparison.
Proof
Leaders who chose Viva
Three executives on what changed once their EA started.
“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.”
“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.”
FAQ
Frequently asked questions
Can a Viva EA handle sensitive health information?+
Your EA handles your calendar, records requests, credentialing paperwork and travel under a signed confidentiality agreement, on an ISO 27001-aligned process with VPN, secure password sharing and regular data wipes. Access stays in accounts you control and can revoke.
What is a medical executive assistant?+
A medical executive assistant supports healthcare leaders with the coordination that surrounds care: clinic and committee scheduling, records requests, credentialing renewals and conference travel. At Viva, the role is remote, dedicated to you and fully managed.
Can the EA schedule around clinic hours?+
Yes. Your EA learns which blocks are patient-facing and treats them as immovable. Leadership meetings and committee work get placed around them, not through them.
Do you support biotech companies running clinical trials?+
Yes. EAs coordinate trial site scheduling and investigator meetings, and keep abstract and conference deadlines visible months out.
How fast can a healthcare team get started?+
Vetted profiles arrive within about 24 hours of a discovery call, and most teams have their EA working the same week. Access setup runs through your IT and stays revocable at any time.
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 healthcare 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. 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.