Ever feel like you’re stuck in a constant tug-of-war with your to-do list? You're not alone. Sometimes, it seems like no matter how much you accomplish, there’s always an overflowing inbox or an upcoming event to manage.
Many leaders wrestle with the question: do you bring on an in-house executive assistant (EA) who gets the company vibe but comes with higher costs and limited flexibility? Or do you go with a virtual assistant (VA) who’s cost-effective but not physically in your office?
Here’s the thing: it doesn’t have to be an either-or decision.
The combination of an in-house EA and a VA creates a powerful, efficient workflow. The VA handles the repetitive tasks with speed and consistency, while your EA focuses on creative and face-to-face interactions. A balanced approach will improve your operational efficiency and deliver a stronger return on investment.
The right mix can give you the personalized support you need while scaling up productivity without any headaches.
Curious how this could work for you? Ahead we’ll break down the differences and how you can have the best of both worlds.
Table of Contents
- What Is the Difference Between an In-House Executive Assistant and a Remote or Virtual Assistant?
- A Perfect Productivity Match: EAs + VAs
- How to Distribute Tasks to EAs and VAs
- How to Achieve a Successful Partnership
- The Prialto Difference
What Is the Difference Between an In-House Executive Assistant and a Remote or Virtual Assistant?
When you’re swamped with tasks, it might seem like any extra set of hands will do. But when it comes to choosing between an in-house executive assistant and a virtual assistant, you need to find the right fit for your workflow and needs.
Let’s break down what makes each one unique.
In-House Executive Assistant
An in-house executive assistant is your right hand in the office. They provide immediate, hands-on support that only comes from being physically present. Need files organized, mail sorted, or an impromptu meeting set up? They're there to handle it.
Close in-person proximity allows for quick, face-to-face communication, building trust and strong relationships with executives and the team.
Working in the office means EAs have direct access to all internal resources, from sensitive documents to specialized tools, so they can tackle tasks that a remote worker might not manage due to security or logistical constraints.
Their daily presence also means they’re fully immersed in the company culture, engaging in team meetings, events, and those watercooler moments.
However, this level of integration comes at a cost. In-house EAs require a salary, plus benefits, office space, overhead, and equipment—all adding up to a significant investment.
But for many organizations, the benefits of having a dedicated person in the room outweigh the expense, especially when tasks require a nuanced understanding of both people and processes.
Remote Virtual Assistant
A remote virtual assistant brings flexibility and agility to the table, supporting executives from anywhere in the world. With a VA, location is no longer a constraint—they can jump on a video call at dawn or manage emails from another time zone, adapting their hours to match the needs of the business.
A remote setup also means lower overhead: no office space, no extra equipment, and fewer benefits to cover. It’s a cost-effective way to get high-quality support.
VAs often bring specialized skills to the table—whether it’s expert-level knowledge of a particular software or a knack for managing complex scheduling across multiple time zones.
While they can't handle in-office logistics, like setting up meeting rooms or organizing physical files, they excel at streamlining digital workflows, managing calendars, and keeping things moving smoothly behind the scenes.In fact, there are numerous administrative tasks a virtual assistant can manage.
You’re no longer limited by geography––it’s easy to find the perfect match for your needs, whether that’s a VA with niche expertise or someone who can take on a wide range of tasks. And with flexible contracts—full-time, part-time, or project-based—you can scale support up or down as your business requires.
A Perfect Productivity Match: EAs + VAs
Your in-house executive assistant shines brightest when focusing on high-impact, nuanced tasks that require a deep understanding of your business. Think managing sensitive communications, handling confidential information, or assisting on complex projects that require a personal touch.
By using their unique skills and knowledge, they can provide the kind of support that builds trust and drives growth.
Your virtual assistant can connect directly with your EA to build an efficient, powerful administrative machine. For example, your EA may manage your front desk, answer incoming calls, and manage internal files. You can then outsource research, answering website chats, updating your CRM, and scheduling appointments to your VA. A balanced approach will improve your operational efficiency and deliver a stronger return on investment.
To keep your in-house EA at the top of their game, offload the repetitive tasks to a virtual assistant. VAs thrive on routine—they’re efficient, precise, and excel at tasks like scheduling, data entry, travel planning, and email management.
With a VA managing these time-consuming processes, your in-house EA is free to tackle more strategic activities, driving greater value for your organization.
Read more: The ROI of Virtual Assistants: How to Maximize Productivity
Supporting both roles is also an investment in your people—boosting their job satisfaction and happiness. When your in-house EA has the bandwidth to focus on higher-level responsibilities, they feel valued and engaged, reducing turnover and fostering growth.
And, if your internal EA does decide to leave, a Prialto VA can step in to maintain continuity, and ensure a smooth transition.
How to Distribute Tasks to EAs and VAs
Having both an EA and a VA can be a game-changer. It helps to know how to split up the tasks effectively. Here's how to get started.
In-House Executive Assistant (EA)
Your in-house EA should focus on tasks that require a physical presence and a personal touch. Think of them as the go-to person for anything that involves being on-site.
They’re the ones who print documents, set up meeting rooms, and manage in-person filing systems. Whether it’s taking minutes during in-person meetings or greeting visitors at the front desk, they handle the face-to-face interactions that keep the office running smoothly.
When it comes to planning company offsites, holiday parties, or any event that needs a deep understanding of the company’s vibe, your in-house EA may be the best fit. They know the culture, the personalities, and the internal dynamics better than anyone—making them the perfect person to ensure every detail aligns with what makes your team unique.
But it doesn’t stop there. An in-house EA should also have room to explore higher-level tasks that align with their career goals. Maybe they’re interested in project management or want to take on more strategic responsibilities.
Encourage them to grow within their role and the company. And, as they take on these new challenges, they also serve as the escalation point for the VA—bridging communication, managing priorities, and ensuring that nothing falls through the cracks.
Virtual Assistant (VA)
Your virtual assistant is your secret weapon for getting things done behind the scenes. Partnering with the in-house EA, the VA handles tasks that don’t require a physical presence or high-security clearance.
VAs excel at tasks that require specialization, process, and scale. They’re pros at managing your team’s calendars, coordinating travel arrangements, and keeping everyone on the same page.
When it comes to core tasks, VAs shine at:
- Scheduling: Coordinate calendars, set up virtual meetings, and keep all stakeholders aligned.
- Expense management: Track, manage, and reconcile expenses while ensuring compliance with company policies.
- Travel arrangements: Manage booking flights, hotels, and itineraries so you can stay focused on their priorities.
- Inbox management: Triage emails, respond promptly, and keep the communication flow smooth and organized.
- CRM and data entry: Keep all records up-to-date in CRM systems, databases, or spreadsheets, so everything is accurate and accessible.
By offloading these tasks to a VA, your in-house EA can stay focused on higher-impact responsibilities while your VA ensures the everyday essentials run like clockwork.
How to Achieve a Successful Partnership
The key to a successful EA-VA partnership starts with buy-in from your in-house EA. Position the VA not as a threat but as a valuable ally—someone who can take on routine tasks and give the EA more room to focus on strategic responsibilities. Make it clear: this partnership isn't about reducing roles.
Define roles clearly from day one. Every task should have a dedicated owner, whether it’s the EA or the VA, to avoid ambiguity and ensure nothing slips through the cracks.
The EA-VA model really shines in midmarket companies or businesses with multiple executives to support. The VA can handle repetitive tasks at scale, providing flexibility in coverage and allowing the EA to focus on higher-level tasks. Even in smaller organizations, it helps maximize the VA's hours and make sure their time is used efficiently.
Communication is your secret sauce. Regular check-ins between the EA and VA help align priorities, share updates, and tackle any concerns head-on.
And don't forget the feedback loops—periodic sessions with EAs, VAs, and executives ensure the partnership is hitting the mark.
The Prialto Difference
At Prialto, we offer managed virtual assistant services that fit seamlessly into your workflow. With our flexible Prialto units, you get a dependable block of time each month—55 hours or about 13 hours per week, roughly a third of a full-time employee's capacity. Need more or less support? You can easily adjust the number of units to match your needs.
We understand that busy leaders and managers often worry about adding more to their plate by working with a VA. With Prialto, there's no need to stress over hiring, vetting, training, or managing your assistant. We handle all of that, allowing you to focus on the tasks that truly matter.
Our VAs bring a wealth of diverse backgrounds and expertise, providing you with access to a wide range of skills tailored to your industry. They can work both synchronously and asynchronously, ensuring you have extended support throughout your workday—whether you're operating on PST, ET, or anywhere in between.
Choosing Prialto also means you’re covered if your main VA is ever unavailable. Our managed service includes guaranteed backup support, eliminating the risk of downtime and keeping your business running smoothly.
Curious about how much time you could reclaim each week? Get in touch with our productivity experts to discover the best support solution for your business.