Stop drowning in operations. Get dependable, day-to-day support without the overhead of an in-house hire. A Virtual Administrative Assistant (VAA) scales your operations by owning the high-frequency, low-context workstreams that typically stall growth.
Instead of your team chasing follow-ups, cleaning up files, or updating systems after hours, those workflows run through checklists, templates, and clear approval steps.
Book a call, and we will map your workload, define the role, and match you with a process-driven assistant who fits your tools and working style.
When admin work piles up, everything slows down
Most businesses do not struggle because they lack talent. They struggle because small operational tasks interrupt focus and pile up across the week.
Scheduling, inbox requests, document prep, CRM updates, and expense workflows create constant context switching. That reduces productivity, delays response times, and makes execution feel harder than it should.
Delegating these routine workstreams removes operational friction, allowing your core team to focus on high-value delivery and revenue-generating activities.
Client Testimonial
I have been a customer of Execassistants.org for several years now, and I can say without a doubt that they are the best in the business. Their attention to detail and commitment to customer satisfaction are unmatched. They always go above and beyond to ensure that their clients are happy. I highly recommend Aristo!
– Andrea Torres
The role of a Virtual Administrative Assistant
A Virtual Administrative Assistant is a remote operations support professional who manages recurring administrative tasks within your systems. They keep workflows moving, maintain information hygiene, and ensure tasks get completed consistently through SOPs, templates, and tracking.
This is workflow ownership, not random task delegation.
VAA vs Virtual Executive Assistant
A quick distinction:
Virtual Administrative Assistant
- Focus: execution and coordination
- Best for: day-to-day workload, back-office stability, process consistency
- Outcomes: consistent follow-through, increased reliability, cleaner operations
Virtual Executive Assistant
- Focus: executive leverage and high-context priorities
- Best for: leadership support, meeting cadence, stakeholder coordination, decision support
- Outcomes: stronger executive rhythm, reduced leadership load, better prioritization
If your bottleneck is operational workload volume, start here. If your bottleneck is executive bandwidth and decision flow, consider executive support.
Pricing
$1,997
One-time recruitment fee
Includes requirements intake, sourcing, screening, shortlist delivery, interview coordination, and onboarding guidance.
This is often more cost-effective than hiring a full-time in-house administrative assistant once you factor in benefits, payroll burden, office space, equipment, and management overhead.
Ongoing compensation depends on experience, tool requirements, and overlap hours. We will recommend a target range based on your scope.
Core capabilities
Communication and coordination
- Inbox triage for shared mailboxes using routing rules
- Meeting scheduling, rescheduling, and calendar hygiene
- Confirmations, reminders, and follow-ups to close loops
- Internal coordination across people, tasks, and timelines
Documentation and file hygiene
- Document formatting for proposals, reports, and internal docs
- Template creation for repeatable workflows
- Cloud filing systems in Drive or SharePoint with naming conventions
- Version control and documentation updates that keep teams aligned
Operations support and data accuracy
- CRM updates, pipeline hygiene, notes, and record maintenance
- Data entry, list formatting, and cleanup for spreadsheets and systems
- Weekly reporting support and simple operational summaries
- Task manager upkeep so work stays visible and trackable
Back-office and logistics
- Expense management support: receipts, categorization, reimbursement prep
- Vendor coordination and invoice oversight
- Purchase documentation and workflow fulfillment
- Travel coordination and itinerary formatting when needed
Free Consultation
Janus Basnov
Over the past decade of recruiting virtual staff, we’ve discovered that every firm seeks distinct qualities in its virtual staff.
What changes when the admin is owned
- Fewer missed follow-ups because requests are tracked and completed on time
- Higher operational efficiency because systems stay clean and current
- Better productivity because the team stops context switching all day
- More scalability because processes work even when volume increases
- Faster turnaround because coordination and follow-ups happen consistently
Who this is for
- Founders and operators are buried in operational tasks every week
- Teams with scheduling volume, recurring follow-ups, and shared inbox load
- Agencies and service businesses that need consistent operational support
- Growing companies that want stability before adding full-time headcount
Tech stack familiarity
We match candidates to your ecosystem, so they work inside your tools from day one.
Google Workspace environments
- Gmail, Calendar, Drive, Docs, Sheets
Microsoft 365 environments
- Outlook, Teams, OneDrive, SharePoint
Communication
- Slack, Microsoft Teams, Zoom, Google Meet
Task and workflow tools
- Asana, ClickUp, Monday.com, Trello, Notion
- Loom for async updates
- Calendly for scheduling workflows
Security and access control
- Role-based permissions
- Password managers like 1Password or LastPass
- Document signing tools such as DocuSign
How it works
Step 1: Role definition and workflow mapping
We identify what should be delegated, how approvals work, and what “done” looks like. This turns scattered work into a repeatable system.
Step 2: Shortlist of vetted candidates
You receive candidates aligned to your workload, communication style, and tool stack. We prioritize reliability, accuracy, and process discipline.
Step 3: Onboarding with SOPs and a weekly rhythm
We implement recurring tasks, templates, and a simple reporting cadence so you get execution with visibility.
Book a call to define the role and get matched.
What not to delegate
You should keep final decision authority for:
- Legal decisions and contract sign-off
- High-value financial approvals and payment releases
- Actions that create binding commitments without explicit approval
Your assistant can still prepare documents, collect data, manage checklists, and present summaries so approvals take minutes, not hours.
Hire a Virtual Administrative Assistant
If the admin is slowing your team down, this is one of the highest leverage hires you can make. We will help you define the role, match the right person, and build a simple operating rhythm that scales with your business.
Book a call to get started.