For the VP of Engineering
Sprints run themselves. You build.
A dedicated EA who keeps ceremonies, triage queues, hiring loops and postmortems on schedule for a VP of Engineering. Paired with you in under 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
What slips without dedicated support?
A VP of Engineering answers for shipping, and the rituals that keep a team shipping are pure coordination. With no support, retros slip and stale PRs pile up. Hiring drags while the roles your roadmap depends on stay open.
The role
What does an executive assistant for a VP of Engineering do?
An executive assistant for a VP of Engineering keeps the team’s operating rhythm on schedule: sprint ceremonies with agendas prepped, PR and bug triage queues moving, postmortems booked and tracked, and hiring loops running in Greenhouse or Ashby. Your Viva EA is dedicated, top 1%, and fully managed. New to delegating? Read how to delegate to an executive assistant first.
In depth
What a Viva EA runs for a VP of Engineering
Every sprint has the same moving parts. Here is the work your EA takes off your plate between them.
- Sprint planning and retros never lose their slot
- Ceremony agendas prepped in Jira or Linear
- Retro action items tracked to next sprint
- Boards tidied before planning starts
- Stale pull requests nudged before they age
- Bug reports routed to owners in Jira
- Escalations flagged to leads the same day
- Triage queue summarized each morning
- Postmortems booked within 48 hours
- Action items chased to closure
- Write-ups filed in Confluence or Notion
- Recurring issues surfaced for review
- Panels booked in Greenhouse or Ashby
- Candidates kept moving between stages daily
- Debriefs on the calendar within 24 hours
- Offer paperwork and start dates coordinated
- Status chased from leads before each review
- Roadmap updates circulated on a set cadence
- All-hands deck assembled and rehearsal booked
- Team questions collected and answered after
- Week anchored around sprint boundaries
- Inbox triaged, escalations first
- Focus blocks kept through reschedules
- Offsite travel booked and expenses filed
The bar
Only the top 1% get matched
Each Viva EA clears the full pipeline before a match. See how we vet and train EAs, stage by stage.
In practice
A week with your Viva EA
The rhythm your EA holds so the sprint never waits on scheduling.
Before Monday
Ceremony slots confirmed and agendas prepped for the sprint.
Monday morning
Roadmap status and a hiring pipeline digest in your inbox.
Every day
Inbox triaged. PR queue nudged and candidates kept moving.
Friday
Retro actions closed out, next sprint teed up. Expenses filed.
Common question
An EA or a TPM first?
A technical program manager drives delivery across teams. An EA gives you back the hours that ceremonies and hiring loops eat. If scheduling bottlenecks on you, start with the EA.
Owns the follow-through
- Sprint ceremony scheduling and follow-up
- Hiring loops in Greenhouse or Ashby
- Postmortem and all-hands logistics
- Inbox, calendar and travel
Owns the program
- Cross-team dependencies and delivery risk
- Program plans and milestone tracking
- Process metrics and dashboards
- A senior engineering hire with ramp time
Get started
Ready to get out of the scheduling business?
Tell us how your team ships and get matched with a vetted EA within 24 hours, no commitment.
Viva Match
The right match comes before everything else.
A four-step process built around fit, not throughput. We’ve matched 300+ executives. Re-match rate inside 30 days: under 4%.
Understand your needs
Thirty minutes to map how you work, your pace, and what you want off your plate first.
Get matched
We’ll carefully consider your preferences, working style, and support needs to find the best EA for you.
Get onboarded
We provision full access and your CSM joins the kickoff, so you’re up and running within 24 hours.
Delegate & see value
Customers see value within about 2 weeks, thanks to our managed service and high-quality support.
96%
Most leaders keep their first match past day 30. The other 4% get re-matched at no cost.
Cost
What will a Viva executive assistant cost you?
One flat monthly fee, roughly half the all-in cost of hiring in-house, plus a one-time onboarding fee. Every plan includes a dedicated EA and a Customer Success Manager. Put your own numbers into the executive assistant cost calculator.
Why Viva
Why a managed EA over in-house or offshore?
Half the cost, none of the overhead
A flat fee, about half the $120k to $140k all-in cost of an in-house hire, with no payroll and nobody new to manage. Compare Viva vs an in-house EA before deciding.
Dedicated and US-aligned, not pooled offshore
One EA who learns your team and your stack, fluent in English and on US business hours from Pacific to Eastern. Not a pooled offshore rotation.
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 mean the sprint never waits on a vacancy. Gross retention: 92%.
Proof
Leaders who chose Viva
What engineering leaders say once the week runs itself.
“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.”
“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.”
FAQ
Frequently asked questions
Can a Viva EA run our sprint ceremonies?+
Yes. Planning and retros hold their slots on the calendar, agendas get prepped in Jira or Linear, and action items carry into the next sprint.
Can an EA triage pull requests and bug reports?+
They keep the queue moving: stale PRs nudged in GitHub, bug reports routed to owners in Jira or Linear, and escalations flagged the same day. Code review itself stays with your engineers.
Can an EA coordinate postmortems?+
Yes. Postmortems get booked within 48 hours of an incident, write-ups filed in Confluence or Notion, and action items chased to closure.
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.
Can an EA run engineer hiring loops end to end?+
Panels get booked in Greenhouse or Ashby, candidates keep moving between stages daily, and debriefs land within 24 hours, so offers go out while candidates are still warm.
Does the EA work inside our engineering stack?+
Yes. Your EA works where your team already does: GitHub and Jira or Linear for the work, Slack for the cadence, Confluence or Notion for the docs.
How much does an executive assistant for a VP of Engineering cost?+
One flat monthly fee, typically around half the fully-loaded cost of a US-based in-house hire, with no recruiting markups and a dedicated Customer Success Manager included.
Keep exploring
More ways to work with Viva
Executive assistants for the C-suite
CEO, CFO, COO and the rest of the leadership team.
How Viva works
See how matching and onboarding actually run.
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 what your eng org needs, surface 2 pre-vetted EAs, and get you live in a day.