For logistics
Keep an operationally heavy team moving at speed.
Freight moves on its own clock. A dedicated EA runs the standups, carrier follow-ups, travel and reporting behind it. Matched in 24 hours, fully managed.
“She saves me multiple hours a day so I can be present with my team.”
The problem
Why ops leaders lose their day to coordination
Freight does not wait for the calendar. When leadership time goes to chasing status, the network feels it within a shift.
Your context
What does an executive assistant do for a logistics company?
A logistics executive assistant runs the coordination layer around ops leadership: the standup calendar, carrier and 3PL follow-ups, shipment exception checks and the morning readout. Viva EAs work US business hours across your time zones, and every one has cleared the same bar: see how we vet and train EAs.
What they own
The work a Viva EA runs for logistics leaders
Most ops leaders hand over the standup rhythm and the carrier follow-ups first. Our guide on how to delegate to an executive assistant maps that same sequence step by step.
- Daily ops standup booked, agenda posted in Slack
- Weekly carrier scorecard reviews held on the calendar
- Action items chased between standups with owners tagged
- Standup notes distributed before the next shift starts
- Carrier and 3PL follow-ups sent and logged
- Rate confirmations and paperwork filed the same day
- Escalation contacts kept current for every lane
- Detention and accessorial disputes tracked to resolution
- Exception reports pulled before the morning standup
- At-risk loads flagged to the right owner
- Customers updated before they need to ask
- Delivery confirmations reconciled at the end of day
- Meetings placed fairly across Pacific to Eastern teams
- Overnight updates summarized before the day shift
- Focus blocks protected around peak dispatch windows
- Recurring syncs rotated so no region always loses
- Site visits routed around network peak days
- Flights and hotels rebooked mid-trip when plans change
- Walkthrough agendas prepped before every facility day
- Ground transport arranged between yards and terminals
- Morning readout compiled from yesterday’s numbers
- KPI trackers kept current in Notion or Asana
- Month-end ops reviews scheduled with pre-reads sent
- Weekly trend summary drafted for the leadership sync
Get started
Give the network a faster back office.
Tell us how your ops week runs and meet vetted EAs within 24 hours, no commitment.
Viva Match
Great executive support starts with the right candidate.
The same four steps that have matched 300+ executives, tuned to how an ops org runs. 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?
One flat fee, around half the $120k to $140k fully loaded cost of an in-house hire, with a dedicated EA and a Customer Success Manager in every plan. Run your own numbers with the executive assistant cost calculator or read the full Viva vs in-house comparison.
Proof
Leaders who chose Viva
What leaders running heavy operations say about their Viva EAs.
“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.”
“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.”
“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 cover warehouse and HQ time zones?+
Yes. Viva EAs work US business hours from Pacific to Eastern and schedule around your network. Overnight exceptions get summarized before the day shift, so the standup opens with a current picture.
Can an EA run our daily ops standup rhythm?+
They run everything around it: the invite and agenda beforehand, the action items chased afterward. The standup itself stays yours. The prep and follow-through stop depending on you.
Do logistics EAs handle carrier and 3PL follow-ups?+
Yes, and it is usually the biggest single time saving. Your EA sends the follow-ups and logs every response. Anything that threatens a pickup or delivery window gets flagged to the owner immediately.
Which tools do logistics teams use with their EA?+
Most run the ops channel in Slack or Teams and keep trackers in Asana or Notion. Carrier portal access moves through an ISO 27001-aligned process with VPN and secure password sharing.
How fast can a logistics team get started?+
Vetted profiles arrive within about 24 hours of the discovery call, and most teams have their EA inside the standup rhythm the same week. 90% of clients feel the value in two weeks.
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 logistics 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 maps what coordination sits with your leaders today. We surface 2 pre-vetted EAs and get you live in a day. Re-match anytime at no cost.