For office managers & ops
Keep the office running.
Dedicated, fully managed EAs so office and ops leaders can keep the team running without doing every exec request themselves. Matched in 24 hours.
“She thinks of new ways to assist. I am grateful for all she does.”
The problem
The Office Manager is buried in logistics.
Office and ops leaders keep everything running: events, vendors, facilities, and a constant stream of exec requests. When executive support lands on top of that, the calendar and the office both suffer.
The role
What does a Viva EA do for an exec ops team?
Viva gives office and ops leaders dedicated, fully managed EAs to absorb executive support: calendars, travel, meeting prep and follow-ups for the leaders you cover, so you can run the office. Your Viva EA is dedicated, top 1%, and fully managed, so nothing falls through the cracks.
In depth
What a Viva EA runs for an office manager
Office and ops leaders keep everything running. Here is what a dedicated EA absorbs so executive support does not fall on top of the office. The guide on how to delegate to an executive assistant shows how to hand these over.
- Calendars run for the leaders you cover
- Travel booked and kept live
- Requests screened and prioritized
- Offsites, catering and vendors coordinated
- Logistics handled end to end
- Nothing left to the last minute
- Vendor relationships owned end to end
- Triaged for the leaders you cover
- Replies drafted in their voice
- Follow-ups chased
- First point of contact for the office and visitors
- Space and supplies kept on track
- Vendor threads managed
- Day-to-day office ops supported
- Facilities and company events coordinated
- Agendas and pre-reads ready
- Cross-team requests routed
- Owners chased to close
- 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 a Viva EA absorb executive support so I can run the office?+
Yes. Your EA takes calendars, travel, meeting prep and follow-ups for the leaders you cover, so exec support does not pile on top of the office.
How do you handle confidential company information?+
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 cost?+
One flat program fee, typically around half the fully-loaded cost of a US-based in-house hire, with a dedicated Customer Success Manager included.
What’s the difference between an office manager and an executive assistant?+
An office manager keeps the workplace running: space, vendors, facilities and events. An executive assistant for an office manager focuses on a leader’s time instead: calendar, inbox, travel and meeting prep. A Viva EA can cover both as a remote office assistant, so nothing falls between the two roles.
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.