Virtual executive assistants (virtual EAs) enable busy executives to maximize their time, move their businesses forward, and minimize the important but non-business-critical tasks that become distractions.
Virtual assistants are gaining popularity as executives worldwide become more comfortable working with remote employees. If you're searching for an executive virtual assistant, use this guide to learn what they do and how to choose the right one for your workflows and business.
A virtual executive assistant is typically a part-time, remote administrative professional dedicated to a specific executive or team. It is most helpful to compare this role to a traditional administrative assistant. Simply put, an administrative assistant supports a business, while an executive assistant supports an executive. Although the roles may overlap, a virtual executive assistant often becomes a CEO or VP's "right hand," capable of making independent decisions to improve productivity.
A traditional virtual assistant performs repetitive admin tasks based on documented processes, while a virtual executive assistant might help define and establish those processes.
Traditional virtual assistants often perform work for sales teams and back-office systems, not related to a specific executive.
Executives often handle administrative tasks to support themselves, but eventually, their ability to grow the business stalls due to limited time. A virtual executive assistant can step in to manage some of the administrative work with a higher level of skill and trust. These assistants can benefit any company, from Fortune 500s to small businesses and even stealth startups.
Virtual assistants for executives often tackle tasks in a few key categories:
Email and phone screening
Travel planning
Professional networking
Personal tasks
Executives spend 16 hours a week on day-to-day tasks, and scheduling meetings significantly drains their time. It takes about 20 minutes to schedule a meeting, and the processes can be very disruptive with:
Email ping-pong to find a time that works
Rescheduling and cancellations
No-shows that mean starting over
If you multiply those 20 minutes over several meetings each day, you'll accumulate a significant amount of wasted time.
A virtual executive assistant can take over this process by:
Reaching out to meeting attendees
Proactively sharing slots available on the executive's calendar
Sending confirmations to reduce no-shows
Internal stakeholders often compete for an executive's time. A virtual executive assistant learns who is most important to the executive's work and can redirect requests to more suitable company contacts.
Executives can spend up to three hours a day managing email and voicemail. Much of that time is spent deleting unimportant messages. This process is incredibly disruptive when done in real-time as emails arrive. You stop what you're doing to see if a message is important and requires your attention. Switching time, the time it takes to back out of one task, attend to another, and return to the first task, takes another 20-25 minutes.
A virtual executive assistant who understands your contacts and priorities can manage email and phone screening, allowing you to focus only on messages that need your attention.
The assistant can also:
Forward messages to a more appropriate contact
Create folders and store emails for you to review later
Return calls and emails to qualify ambiguous inquiries on your behalf
Many executives prefer to plan their travel to control their experience. They have preferences for:
Airlines
Airports
Aircraft seating
Loyalty program perks
Hotel chains
Room types
Rental car agencies
Vehicle types
It's understandable. Travel, even for business, is a personal experience. But the average business trip takes about 12 hours to plan. Imagine all the time spent checking different flight times, layovers, hotel availability, and prices, and starting over if one itinerary doesn't quite fit. Then, there's the time spent scheduling meetings at the destination city, choosing restaurants for meals, and making reservations. It all adds up.
You can record and assign all these preferences, review the final plan, and make adjustments. However, having an executive assistant who understands your needs and provides a complete itinerary along with all essential documents before your departure is a major benefit.
Ultimately, your virtual executive assistant learns your preferences and applies them to your travel plans, allowing you to skip all the busy work.
Trade shows and conferences often involve managing numerous logistics. Although a virtual executive assistant is not a trade show manager, they can oversee both internal and external executive event plans to ensure consistency with your venue standards, meal selections, displays, and materials.
External executive events include:
For external events, a virtual executive assistant can:
Reserve venues
Send invitations to your contacts
Order display and collateral materials
Arrange for any shipping to the venue
Book your flights, hotels, and meetings
Register for the event
Submit abstracts for speaking opportunities
Keeping up with professional networks is something that often falls by the wayside for busy executives. A LinkedIn study found that:
80 percent of executives said networking is important
70 percent got positions where they had a connection
49 percent say they don't have time to do it
A virtual executive assistant can be your networking ninja, helping you stay connected with your contacts by:
Entering and segmenting contacts in a database
Researching networking events
Personal tasks take up to 25 percent of an executive's time. As day-to-day work duties impede productivity, non-work tasks can have a similar effect. The goal is not necessarily to give executives more time to work (and less at home), but to enable them to focus on what matters most in their lives — both at work and beyond. A virtual executive assistant can perform personal tasks like:
Shopping for gifts
Scheduling personal appointments
Paying bills
Planning family vacations
Making dinner reservations
An executive virtual assistant can also make sure that important personal functions are on the executive's calendar, such as:
Parent-teacher meetings
Children's activities
Birthdays and anniversaries
You need a virtual executive assistant because time is limited! Advances in technology have enabled executives to handle tasks independently, including managing voicemail, scheduling calendars, arranging travel, and managing expenses. While in-office administrative support has become less common, these responsibilities still need to be addressed.
You need a virtual executive assistant when you require someone capable of representing you effectively to others, both within and outside your organization. You are empowering this individual to:
Schedule internal and external meetings
Prioritize email and phone communications
Delegate requests for your time to a more appropriate contact
Signs you need a virtual executive assistant include:
Your email and voicemail boxes are overflowing
Your significant other is complaining
Your subordinates are complaining
Business is slowing down
Your work-life balance is out of balance
These indicate that your key priorities are struggling both at work and at home. A virtual executive assistant can help you regain your focus.
Learn more about Prialto virtual executive assistants:
An hourly rate typically determines the cost of hiring a virtual assistant for executives. That rate depends on how you hire the assistant and whether the assistant is based in the U.S. or offshore. There are three ways to hire a virtual executive assistant, each with different price points, risks, and benefits:
Directly hire a part-time employee or freelancer
Hire through a contract virtual executive assistant agency
Hire through a managed virtual executive assistant service
Hiring an employee directly will be the least expensive option, especially when done offshore. Using a job board is the most common way to engage directly. Direct-hire rates start at:
$2 per hour for offshore virtual assistants
$20 per hour for U.S.-based assistants
Note that these prices don't differentiate between a virtual assistant and a virtual executive assistant.
While a direct hire may offer the lowest hourly rate, it will cost you the most time. You will need to recruit, hire, and provide any HR overhead. More importantly, you'll have to train and manage another employee. If you're already overstretched, know what you are looking for to find the right person. You want your assistant to give you time back, not take more of yours!
Also, remember that your remote virtual assistant will operate in a home office and connect with a personal computer. If you grant this assistant access to any sensitive personal or company data, you'll need to ask about the assistant's security measures, including possible VPN options to improve security. Lastly, you are entirely responsible for the risk of a mismatch and the quality control of the assistant. A poor hire means starting over.
There are dozens, if not hundreds, of U.S. virtual assistant agencies that offer to connect you with U.S.-based and offshore assistants. Not all of them specialize in executive assistants. The advantage of using an agency is that some of the vetting is done for you. Most agencies screen candidates and have some experience matching executives with the right assistant. That reduces some of the risks associated with a bad hire and significantly cuts down on recruiting and interviewing time. Also, you typically pay the agency, which eliminates any HR overhead.
That said, any required training, performance management, and quality control are your responsibility. You'll pay more because a "middleman" takes a share of the rate. Using an agency can work if you have experience managing virtual executive assistants. Virtual assistant agency rates start at:
$8 per hour for an offshore assistant
$30 per hour for a U.S.-based assistant
As with job boards, agencies don't differentiate between executive assistants and admin assistants.
With a managed virtual executive assistant service, you're not just hiring a virtual assistant; you're hiring a company. These providers recruit, train, and optimize the performance of offshore virtual assistants on your behalf. Typically, managed service providers offer a few types of virtual assistants for different functions.
Executive administration
Sales and marketing support
Back-office operations
The assistants are employees of service providers. An account manager supports the executive functions of your assistant by documenting your processes and training the assistant on your preferred workflows, while an internal manager oversees performance. The managed service follows a high-touch model, making it ideal if you prefer not to have extra people to train or supervise. In addition to a trained executive assistant, you also receive a fully trained backup assistant who takes over when your primary assistant is unavailable.
A fourth way to hire a virtual assistant is through a freelance marketplace like Upwork, but that isn't realistic for an executive assistant, as these services are more task-based.
As mentioned above, there are three ways to hire a virtual executive assistant:
Directly hire a part-time employee or freelancer
Hire through a contract virtual executive assistant agency
Hire through a managed virtual executive assistant service
The options for hiring a part-time employee are the same as for any position. You can place an ad on Craigslist or a job board, or search a job board or marketplace for suitable candidates. In either case, you’ll need to know what you're looking for—the skills, experience, hours per week, tools, and technology that your executive assistant will need. Job board ads must be done right to be effective and can make or break hiring success, as shown in this Manatal report comparing paid job ads against free job posts across multiple job boards.
Job boards with U.S.-based virtual assistants include:
Craigslist
Indeed
ZipRecruiter
Job boards and marketplaces with offshore executive assistants include:
Onlinejobs.ph
Upwork
Fiverr
As mentioned above, the answer to the question “How do you hire a virtual executive assistant through a managed service provider is?” is, “You don’t.” The service provider hires, trains, and manages the virtual executive assistant. You tell them your needs, and the provider selects an assistant with the experience and skills you need. Hiring can be time-consuming, and a managed service is the fastest way to get started.
The advantage of this model is that you don’t need to qualify or train your virtual executive assistants. This can be valuable for executives who:
Don’t have experience hiring or managing virtual assistants, and don’t know what to look for.
Don’t want more people to manage.
Want to get from zero to sixty as quickly as possible.
There are fewer managed service providers than freelance or contract virtual assistant options because:
The virtual executive assistants are W2/equivalent employees of the provider, and the provider must comply with all labor, tax, payroll, and HR requirements
These white glove services have more overhead than job boards or agencies.
Staffing and service delivery require more operational sophistication.
Managed virtual executive assistant service providers include:
Boldy (U.S.-based with U.S. assistants)
Prialto (U.S.-based with offshore assistants)
As you can see from the section above, there are two options when it comes to managing a virtual executive assistant:
Manage the assistant yourself
Engage a managed service provider
Managing includes training. While an assistant may have experience with the software platforms you use, they might still need instruction in your specific processes and preferences for using these tools. You will need to train an executive assistant on your processes and preferences.
How to send meeting invitations and confirmations
Times of day you like to schedule distinct types of meetings
How long meetings should last
How much buffer time do you want between meetings
Priority contacts for email and phone responses
Your preferred response times for communications
All your travel preferences
With a direct hire or agency, you or someone in your organization must train and manage the assistant on your processes. During an onboarding call, an account manager documents your procedures and preferences with a managed service provider. The service provider trains the virtual executive assistant beforehand so the assistant arrives prepared to work.
A virtual executive assistant can be a lifesaver for busy executives, giving you back those 16 hours a week you spend on busy work. As you can see, there are several factors to consider when making this hire. Because the assistant will be your representative to internal and external contacts, it's essential to get it right.
Prialto offers a managed virtual assistant service that has helped executives boost productivity for over 12 years.
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