Running a business today is more demanding than ever. Between managing clients, leading a team, and staying ahead of competitors, many entrepreneurs feel like there aren’t enough hours in the day. That’s where virtual executive assistants come in. These remote professionals handle the tasks that keep your business running smoothly so you can focus on the work that really moves the needle.
According to a 2024 HubSpot report, 70% of small business owners say administrative work eats up more than three hours of their day. That’s 15 hours a week that could be spent on growth, innovation, or personal time. Hiring a virtual executive assistant is one of the most innovative ways to take those hours back.
What a Virtual Executive Assistant Actually Does
A virtual executive assistant isn’t just someone who answers emails or books meetings. They’re skilled professionals who manage complex communication, operations, and leadership support responsibilities. In many cases, they become a key part of a founder’s inner circle.
Here are a few typical jobs they take on:
- Managing your inbox and calendar so your day stays organized.
- Preparing reports and handling follow-ups after meetings.
- Coordinating between departments and clients.
- Researching competitors, markets, and potential opportunities.
- Managing travel logistics, invoices, and vendor relationships.
“Entrepreneurs who delegate operational work grow 30% faster than those who don’t,” says Sophie Howard, productivity strategist and author of Delegation Mastery. “When you offload repetitive tasks, you give yourself back the energy and creativity that built your business in the first place.”
Why Business Owners Are Turning to Virtual EAs
The rise of remote work has changed how businesses think about hiring. Instead of hiring locally, entrepreneurs can now find skilled executive assistants anywhere in the world, often at a lower cost and with greater flexibility.
A 2024 Deloitte study found that 57% of U.S. business owners have outsourced at least one administrative function. Of those, nearly half said the move improved productivity and reduced stress. With modern communication tools like Slack, Zoom, and Asana, working with a virtual executive assistant is now seamless.
Hiring a virtual executive assistant also makes financial sense. In the U.S., the average in-house executive assistant earns around $70,000 per year, according to Indeed. Depending on experience and location, a virtual executive assistant often costs 40–60% less with no need for office space, benefits, or equipment. That’s money that can go directly toward growth.
The Real Value: Time and Focus
Every entrepreneur knows the feeling of being stretched thin. You start the day with a big vision and end it buried in spreadsheets, scheduling emails, and chasing documents. The real value of a virtual executive assistant isn’t just what they do, it’s what they free you to do.
Imagine this: You hand off your inbox and scheduling, and suddenly you have two extra hours every day. Over a year, that’s more than 500 hours, the equivalent of 12 full workweeks. What could you achieve with that kind of time?
Maybe it’s launching a new product, improving client relationships, or simply spending more evenings with your family. Those reclaimed hours directly translate into higher satisfaction, sharper focus, and stronger decision-making.
As Richard Branson once said, “If you really want to grow as an entrepreneur, you’ve got to learn to delegate.” A virtual executive assistant makes that possible without adding another person to your physical office.
Examples of Tasks That Save You Hours Each Week
It’s easy to underestimate just how many small tasks pile up across a typical week. A virtual EA can handle much more than email and scheduling. Here are some high-impact examples:
- Client Communication: Following up on proposals, collecting feedback, and maintaining customer relationships.
- Project Coordination: Tracking deadlines and making sure team members deliver on time.
- Financial Administration: Sending invoices, managing receipts, and updating spreadsheets.
- Recruitment Support: Screening applicants and scheduling interviews.
- Data and Research: Compiling reports for strategy sessions or investor updates.
A McKinsey productivity survey revealed that leaders spend up to 41% of their time on low-value tasks that could easily be delegated. That’s the time a virtual executive assistant can give back.
How Virtual Executive Assistants Improve Team Performance
A good virtual executive assistant doesn’t just make the business owner’s life easier; it improves how the whole team operates. When communication is streamlined and follow-ups are consistent, the rest of the organization performs better, too.
Think about meeting coordination. How often have you spent 20 minutes finding a time that works for everyone? A virtual executive assistant automates that. Or consider project tracking. Instead of chasing updates, your assistant can maintain the project dashboard so you always know what’s on track and needs attention.
According to Gallup’s 2023 “State of the Workplace” report, companies with highly engaged teams see 23% higher profitability. Engagement naturally increases when your executive assistant removes friction and helps communication flow.
Building Trust and Communication with Your Virtual EA
Hiring a virtual executive assistant isn’t just about finding someone with technical skills but building trust. They’ll often have access to sensitive information like client details, financial reports, or personal schedules.
Start small. Delegate one area, like calendar management or research, and build from there. Use shared tools such as Google Workspace or ClickUp to stay connected. Over time, as trust grows, you’ll find yourself confidently handing off more.
Sarah Evans, founder of a U.S.-based consulting firm, shared her experience: “When I first hired my virtual executive assistant, I gave her one task managing my LinkedIn messages. Within two months, she was running my client onboarding and coordinating our weekly team meetings. I can’t imagine going back.”
Signs You’re Ready to Hire a Virtual Executive Assistant
Not every entrepreneur starts ready to delegate. But there are clear signs it’s time to get help:
- You’re constantly behind on admin work.
- You spend evenings catching up on emails.
- You forget meetings or lose track of follow-ups.
- You’re saying “yes” to opportunities, but don’t have the capacity to execute them.
If any of these sound familiar, you’re likely spending your most valuable hours on work someone else could handle efficiently. A virtual executive assistant can bridge that gap immediately.
Common Myths About Virtual Executive Assistant Jobs
Some business owners hesitate because they worry about communication or quality. The truth is, technology and global talent have changed that completely. Today’s virtual executive assistants are skilled professionals, often with corporate or agency backgrounds, who thrive in fast-paced environments.
Myth #1: “It’s too hard to manage someone remotely.”
With the right tools, managing remotely is no more complicated than in person. Clear communication and weekly check-ins are all it takes.
Myth #2: “They won’t understand my business.”
Many virtual assistants specialize in an industry, such as finance, marketing, law, or healthcare, so they bring real context and experience.
Myth #3: “They can’t handle high-level tasks.”
Many virtual executive assistant managers manage CRM systems, executive reporting, and even help prepare investor decks. Their capabilities often exceed expectations.
How to Get Started
Clarity is key if you’ve decided to hire a virtual executive assistant. Start by defining what’s draining your time most. Create a list of recurring tasks that don’t need your direct involvement. Then outline clear expectations, hours, communication style, and deliverables.
There are reputable agencies and platforms that pre-vet assistants, making it easy to find one that matches your business. The best partnerships happen when you treat your assistant as a long-term team member, not just a task-taker.
Pro Tip: Record a short video walkthrough of your daily routine or project workflow. This helps your assistant understand context faster and reduces back-and-forth communication.
Final Thoughts: Virtual Executive Assistant Jobs That Make Managing a Business Easier
Running a business doesn’t have to mean running yourself into the ground. Virtual executive assistant jobs exist because business owners finally realized they can’t do it all, and they shouldn’t have to. When you delegate well, you don’t lose control; you gain it back.
As Harvard Business Review noted, “Delegation is the ultimate test of leadership.” A virtual executive assistant allows you to lead strategically instead of reactively. Whether you’re a solo founder or managing a growing team, bringing one on board might be the most impactful hire you ever make.