Remote executive support that protects your time
When your calendar becomes a battlefield, and your inbox becomes a task list, the problem is not admin. The problem is decision drag, coordination overload, and constant context switching.
We place a Virtual Executive Assistant who triages communication, gatekeeps your calendar, and orchestrates follow-through across your operating system using industry-standard communication and project management suites.
What changes in the first 30 days
- Fewer interruptions through calendar gatekeeping and clear escalation rules
- Faster follow-through via action logs, decision logs, and a weekly cadence review
- Cleaner priorities through documented SOPs and a predictable leadership productivity system
What a Virtual Executive Assistant Actually Handles
A Virtual Executive Assistant is a remote operator who runs the systems around you so you can stay focused on leadership, revenue, and decision-making. This is executive operations support, not task batching.
Common responsibilities
- Inbox triage and stakeholder routing: The Virtual EA filters high-volume email, drafts responses, escalates true urgencies, and audits response standards.
- Calendar governance: The Virtual EA gatekeeps focus time, sequences meetings by priority, and orchestrates scheduling across time zones with buffers and rules.
- Meeting operations and execution control: The Virtual EA builds agendas, distributes pre-reads, captures notes, maintains action logs, and synthesizes weekly updates for stakeholders.
- Travel and logistics: The Virtual EA coordinates itineraries, changes, preferences, documents, and contingency planning.
- Workflow coordination: The Virtual EA routes tasks, maintains SOP checklists, follows up on blockers, and audits status inside your tools.
- Executive administration: The Virtual EA tracks expenses, manages documents, coordinates vendors, and maintains recurring admin rhythms.
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
Why this works for executives
A strong Virtual EA does not just help. They install and run a leadership productivity system.
Operating cadence and continuity
The Virtual EA runs daily briefs, weekly planning, and an approvals queue so work continues even when you are in meetings, traveling, or offline. This improves business continuity and reduces single-point-of-failure risk.
SOPs, KPIs, and execution hygiene
The Virtual EA documents SOPs for repeatable work, tracks follow-through KPIs such as response time, meeting load, and action completion rate, and audits bottlenecks before they become fires.
Stakeholder management and decision velocity
The Virtual EA routes requests, maintains a stakeholder map, and synthesizes updates so decisions move forward without you doing the coordination work.
Reduced overhead without reducing capability
You get executive-level coordination without the office footprint and full in-house overhead.
Direct-hire Virtual EA recruitment
This is direct-hire recruitment and headhunting, not a managed VA agency. You hire the assistant directly and run them inside your business, while we handle sourcing, screening, and shortlist delivery.
Share what you need
Tell us what you want to delegate, your priorities, your tools, your time zone requirements, and your communication style.
We source and shortlist
We recruit and screen candidates, then deliver a shortlist aligned to your operating cadence and standards.
You interview and hire
You interview the shortlist, select the best fit, and hire directly. We help you start clean with an onboarding structure, clear expectations, and a simple execution rhythm.
Pricing
$1,997
One-time recruitment fee
You hire your remote assistant directly and pay them a monthly salary.
Included:
- Requirements intake and role definition
- Candidate sourcing and screening
- Shortlist delivery and interview coordination
Tools, Workflows, and Time-Zone Synchronization
A Virtual Executive Assistant should already be fluent in the tools executives use and the workflows that sit behind them, including daily briefs, action logs, and approvals routing.
Common stacks
- Communication: Slack, Microsoft Teams, email, Zoom, Google Meet
- Calendar and email: Google Calendar, Outlook, Google Workspace, Microsoft 365
- Project management: Asana, Notion, ClickUp, Monday.com, Trello
- CRM support (when relevant): HubSpot, Salesforce, Pipedrive
- Files and approvals: Google Drive, SharePoint, Dropbox, DocuSign
How time zones work
Set a core overlap window for live coordination, then run async updates via a daily brief, an approvals queue, and an action log. Execution continues even when you are offline.
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.
Confidentiality and secure access
Executive support requires trust and simple safeguards from day one.
- Audit logs were possible for approvals and file access
- NDA and confidentiality expectations
- Least-privilege permissions and role-based access
- Password manager sharing through 1Password or Bitwarden
- Onboarding and offboarding access checklist
Services Virtual EAs can cover
A Virtual EA can take ownership of recurring execution work across your week, including:
- Admin support: scheduling, travel, expenses, documents
- Research support: briefs, summaries, prep notes
- Stakeholder coordination: routing requests, follow-ups, updates
- Marketing coordination: scheduling, reporting, task routing
- Bookkeeping support for qualified candidates, with controls, approvals, and audit trails
Ready to remove admin bottlenecks?
If you want executive-level support that protects your calendar, improves follow-through, and keeps priorities moving, take the next step.