For EA managers & exec ops
Back your exec support team.
Dedicated, fully managed EAs that back the leaders and the assistants your exec-ops team already supports. Matched in 24 hours.
“She has tackled a host of special projects that would have otherwise been impossible.”
The problem
The EA Manager is stretched too thin.
Running executive support is its own operation: coverage when someone is out, onboarding new assistants, and keeping quality consistent across every leader. When the team is stretched, the gaps show up on the calendars that matter most.
The role
What does a Viva EA do for an exec ops team?
Viva backs your exec-support function with dedicated, fully managed EAs: covering leaders directly, absorbing overflow, backfilling PTO, and bringing a proven playbook and a top 1% talent bar. Your Viva EAs are dedicated, top 1%, and fully managed, so your leaders and your team stay covered.
In depth
What Viva runs for your exec-support function
When you manage the assistants, Viva backs the whole function. Here is what a dedicated Viva EA owns so your leaders and your team stay covered.
- Leaders covered when an EA is out
- PTO and leaves backfilled
- No gaps on the calendars that matter
- PTO and leave gaps backfilled so no desk goes dark
- New assistants ramped fast
- A proven, standardized process
- Quality consistent across leaders
- Playbooks documented and escalations routed
- Vetted EA talent ready to slot in
- Executive calendars run day to day
- Requests screened and prioritized
- Time zones absorbed
- Triaged for the leaders you cover
- Replies drafted in their voice
- Follow-ups chased
- Overflow absorbed across the team
- Escalations handled
- A dedicated CSM behind it all
- Overflow support absorbed during peak weeks
- Travel booked and kept live
- Events coordinated
- Expenses captured and filed
The bar
Only the top 1% ever reach you
Every Viva EA clears the same pipeline before they are matched to a single leader.
In practice
A week with your Viva EA
The point is not tasks. It is that the week runs itself around your priorities.
Before Monday
Your week reviewed, conflicts resolved, prep gathered.
Monday morning
The prep that matters already in your inbox.
Every day
Inbox triaged, requests screened, follow-ups chased.
Friday
Next week teed up, loose ends closed, expenses filed.
Common question
Executive assistant vs Chief of Staff
Different roles, and many leaders eventually have both. Most start with the EA, because it buys back the hours everything else depends on.
Runs the day
- Calendar, inbox and gatekeeping
- Meeting prep and logistics
- Travel, events and expenses
- Follow-ups and meeting cadence
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.
Get started
Ready to get your time back?
Tell us about your role and meet two vetted EAs within 24 hours, no commitment.
Viva Match
Great executive support starts with the right candidate.
A four-step process built around fit, not throughput. We’ve matched 300+ executives. 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 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.
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.
Dedicated and US-aligned, not pooled offshore
One EA who learns your world, fluent in English and working your hours from Pacific to Eastern. Not a rotating offshore pool.
Continuity you can count on
Our EAs average more than two years with their executive. PTO backfill, a dedicated Customer Success Manager and a replacement guarantee keep support from going dark. Gross retention runs 92%.
Proof
Leaders who chose Viva
Real words from the executives our EAs support, across engineering, marketing, operations and the C-suite.
“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.”
“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.”
“Viva provides exactly the calendar and operational support that I need, without any of the career management overhead.”
“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 coordinate across executives, calendars and teams?+
Yes. Cross-functional scheduling, review prep and action-item tracking across teams are core to the role.
How fast can we add an EA to the team?+
Most receive two or three vetted profiles within 24 hours and their EA starts within days.
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.
Is an executive assistant the same as a chief of staff?+
No. An executive assistant owns execution and logistics: calendar, inbox, travel and meeting prep. A chief of staff owns strategy and cross-functional projects. Many leaders have both, and most start with the EA.
Can Viva cover my team when an assistant is out?+
Yes. Viva backfills PTO and leaves and absorbs overflow, so your leaders stay supported even when an assistant is out.
How does Viva keep quality consistent across leaders?+
Every Viva EA is trained on the same proven playbook and backed by a dedicated Customer Success Manager, so support looks the same for every leader.
How much does executive assistant support cost?+
One flat program fee per EA, typically around half the fully-loaded cost of a US-based in-house hire, with a dedicated Customer Success Manager included.
How does a managed EA program support an EA manager?+
It gives an EA manager a bench: vetted EAs for coverage and PTO backfill, shared playbooks, and overflow support during peak weeks. You get executive operations support behind your program, so quality holds even when someone is out.
Keep exploring
More ways to work with Viva
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.