Remember the days when having an executive assistant meant adding another desk outside your office? Times have changed.
Top executives like you today are discovering they can have all the benefits of a skilled EA without the overhead of a full-time hire.
A part-time remote executive assistant works virtually, handling everything from your packed inbox to complex projects, all while fitting perfectly into your budget and schedule. They’re experienced professionals who become true partners in your success.
In this article, we’ll explore how to find and work with the perfect remote assistant for your needs.
But first, if you’re looking for this kind of high-caliber support without the overhead of a full-time hire, we at ProAssisting can match you with an experienced executive assistant who has at least 5 years of experience supporting top executives at global companies.
Schedule a free consultation today to reclaim your time!
Why ‘Full-Time or Nothing’ Doesn’t Work for Modern Executives
Some executives still believe that they can only hire a full-time, in-office EA to get high-quality support; otherwise, they’d rather handle all administrative tasks alone. However, this binary thinking was valid at least a decade ago, when available technology couldn’t bridge distances. However, exceptional EAs can handle up to 95% of the tasks an in-house assistant does.
Here’s why you need to change this mindset:
- Most Executives don’t have Enough Work for a Full-time EA: Some principals assume that because they work late into the night Monday through Friday, and sometimes on weekends, they’d not need one EA, but two. However, our experience supporting even the busiest executives at Fortune 500 companies has revealed that most principals need only about 20 to 30 hours of support per week to optimize their productivity and reclaim their time.
- Support Demand Fluctuates: As an executive, your support needs fluctuate throughout the year based on upcoming events, such as board of directors meetings, company AGMs, and/or project launches. Your support needs may then drop during slower seasons, such as immediately after closing the company’s financial year or during festive seasons. A full-time EA locks you into a fixed arrangement, even when you only need ⅓ or ½ of their capacity.
- Hiring an Exceptional EA Full-time is Expensive: Experienced EAs command an average annual salary of $90,000, which can go as high as $137,000. This is an unnecessary expense to incur unless you have assessed your support needs and are confident you need a full-time EA. Otherwise, you are better off hiring a fractional EA and then scaling the capacity based on support needs.
- Most Administrative Tasks Don’t Require a Physical Assistant: In the past, executives needed an in-office assistant to type documents and print them on the office printer or receive mail from carriers. However, modern executive assistant tools are ubiquitous, allowing EAs to support their principals across time zones. For example, tools like Slack and Google Drive allow principals and EAs to work on a document remotely, bridging the geographical gap between them.
The Real Benefits of Hiring a Part-Time Executive Assistant
Many business leaders, especially those new to having assistant support, often hesitate to delegate tasks, thinking, “I can do this faster myself.”
This mindset, while understandable, actually holds you back from achieving greater productivity.
If you want to increase your productivity with an executive assistant, you need to overcome this initial hesitation and invest time in building a strong partnership.
Starting with a part-time remote EA offers the perfect balance.
You get high-level support while learning how to partner effectively with an assistant, all without the commitment of a full-time hire.
The time you spend showing your EA how to handle tasks now means you’ll never have to do those tasks again.
Here’s what makes a part-time remote executive assistant such a game-changer:
- Time Multiplication: Your EA handles administrative tasks, emails, and scheduling, effectively giving you more hours in your day to focus on strategic work and growth opportunities.
- Cost-Effective Growth: Get high-level support aligned with your current needs and budget. No benefits, office space, or equipment costs—just the help you need when you need it.
- Digital Clutter Relief: Professionals spend 28% of their workday—about 2.6 hours—just reading and answering emails! That’s the time you could spend growing your business! Your EA becomes an expert at managing your calendar and inbox activities. No more double-bookings or drowning in emails—just a well-organized schedule and a manageable inbox that lets you focus on what truly matters.
- Work-Life Integration: Your EA can manage both professional and personal tasks, from booking business travel to scheduling family appointments, helping you maintain a better balance in all areas of life.
Types of Remote Part-Time Executive Assistants
As a business owner or entrepreneur looking for remote assistance, you’ll find several different options. Each type comes with its own benefits and trade-offs.
Let’s break them down to help you make the best choice for your needs:
1. Overseas Virtual Assistants
These assistants typically work from countries like India, the Philippines, or Eastern Europe. They’re very cost-effective, with rates ranging from $5-15 per hour.
This makes virtual assistant overseas an attractive option if you’re just starting out or working with a tight budget.
However, there are some trade-offs to consider:
- Time zone differences might mean delayed responses
- Given that some may work nights, turnover and alertness could become issues
- Cultural and language barriers could affect communication
- Best suited for straightforward, repeatable tasks
- Limited availability during U.S. business hours
2. U.S.-Based Virtual Assistants
Working with a U.S.-based virtual assistant offers familiar cultural understanding and aligned working hours.
They’re often independent professionals who’ve built their businesses around supporting multiple clients.
These assistants typically charge between $20-60 per hour, and while that’s more than overseas options, you’re paying for:
- Seamless communication in your time zone
- Strong understanding of U.S. business practices
- Fewer cultural misunderstandings
- More complex task management capabilities
3. Independent Contractors
Think of independent contractors as freelance executive assistants who’ve started their own businesses.
They’ve likely gained experience working in corporate settings and now offer their expertise directly to clients.
They charge around $45-150 per hour based on experience and services offered.
What makes them unique is their autonomy – they set their own:
- Working hours and availability
- Service packages and pricing
- Client selection process
- Specialization areas
The direct relationship can be beneficial, but you’ll need to handle all aspects of the working relationship yourself, from contracts to performance management.
4. Agency-Based Executive Assistants
Companies like ProAssisting offer a sweet spot: we offer “fractional” executive assistant support.
This means you get access to highly qualified assistants who work with a small number of clients (usually no more than three) to ensure quality service.
The agency model brings several advantages:
- Carefully vetted professionals with proven track records
- Built-in backup support if your assistant is unavailable
- Structured onboarding and management processes
- Quality assurance and performance monitoring
With this option, you’re paying for peace of mind and professional management of the relationship.
It’s particularly valuable if you need high-level support but don’t require (or can’t justify) a full-time assistant.
What Sets Remote Executive Assistants Apart From In-House Roles?
The main difference is that you don’t physically see them in your space. You only interact through email, text, video chat, and phone calls.
And since most remote executive assistants have other clients outside of the support they provide you, this allows you to pay less and right-size the support you’re getting compared to having a full-time resource.
| Aspect | Remote Executive Assistants | In-House Executive Assistants |
| Communication | Primarily digital channelsStructured protocols with 1-hour response timeTime zone-aligned availability | Face-to-face interaction with immediate verbal communication and informal updates |
| Cost Structure | 50-80% lower than a full-time salary with no benefits or overhead costs. Pay only for hours needed. | Full salary plus benefits, equipment costs, office space, and other overhead expenses |
| Work Approach | Outcome-focused with detailed documentation and strong remote collaboration skills | Time-based presence with informal documentation and in-person collaboration |
| Availability | Set working hours supporting 2-3 executives with clear boundaries and scheduled interactions (can provide after-office hour support when needed) | Standard office hours are dedicated to one executive with fluid availability for impromptu needs |
Skills and Qualities to Look For in a Part-Time Remote Executive Assistant
When hiring a part-time remote executive assistant, their track record matters.
Look for solid executive assistant experience on their resume or LinkedIn profile—this shows they truly understand the complexities of the role.
If you don’t need this level of expertise, you might be better served by a virtual assistant at a lower cost.
The qualities that make an exceptional remote EA aren’t so different from what you’d want in a full-time, in-office assistant.
You’re looking for someone who makes a great first impression, communicates well, and really gets how to work with people.
Most importantly, you should be able to trust them and create a level of trust to where the tasks, projects, and responsibilities that you start to assign to them get larger and larger over time.
Their attention to detail and work ethic should shine through, letting you feel confident about giving them more responsibility as time goes on.
What Makes a Great Part-Time Remote EA:
- Communication: Writes clear messages and speaks well with everyone, from CEOs to office staff
- Tech Skills: Comfortable with common office software and quick to learn new tools
- Time Management: Good at juggling multiple tasks and getting things done on time
- Problem-Solving: Spots issues early and comes up with practical solutions
- People Skills: Understands how to work well with different personalities
- Trust: Keeps private information private and handles sensitive matters carefully
- Taking Initiative: Thinks ahead and gets things done without being asked
- Organization: Creates simple, effective systems to keep everything running smoothly
- Flexibility: Adapts easily when plans change and handles remote work well
- Attention to Detail: Double-checks work and catches small mistakes
- Self-Starter: Works well independently and stays productive
- Good Fit: Matches your working style and company culture
- Resource Smart: Knows how to find what’s needed to get things done
- Team Player: Works with you as a partner, not just following orders
Remember, while hard skills can be taught, qualities like emotional intelligence, soft skills, and work ethic are inherent.
Look for someone who demonstrates these foundational traits, and you’ll find a partner who can grow with your needs.
When a Part-Time EA Makes More Sense Than Full-Time
Acknowledging that “full-time or nothing” is a false dichotomy is the first step to experiencing the convenience of fractional support. However, this doesn’t mean that part-time EA support works across all situations.
Go for a part-time EA if:
- You Want to Test EA Support Before Committing: We often advise principals who’ve never partnered with an EA to start with a fractional executive assistant to prove they need support and see the impact on their performance multipliers or the time they reclaim. Additionally, hiring a part-time EA lets you test your delegating skills and prove that you are ready to entrust a third party to function as your extension.
- You Are a Startup Founder: As a founder or small business owner looking to scale your operations, you risk drowning in administrative tasks, taking time away from your strategic roles. At the same time, you may not be able to justify hiring a $90,000 executive assistant just to handle administrative tasks. A part-time EA handles most of your administrative roles and helps streamline your workflows at only a fraction of the cost of hiring a full-time assistant.
- Your Company has Existing, Optimized Systems: Most Fortune 500 companies have systems in place to handle basically everything relating to their executives. Such principals are best served by a fractional EA to handle basic administrative tasks like calendar management or travel arrangements, which they should not be paying 40 hours a week for.
- Your Workload Is Predictable But Not Constant: Suppose your schedule only gets hectic during specific periods like launches, board meetings, and fundraising, and then drops there after. A part-time EA lets you scale up support, to say, ⅔ of their capacity during these high-stress periods and then reduce it to ⅓ during slow periods.
- Your Work-Life Balance is Suffering: If your professional/work commitments are intruding on your personal life, it may be time to bring in an executive assistant. Unlike secretaries or personal assistants, EAs can leverage their ESP and synchronization superpowers to monitor when you are at risk of burnout and block out your schedule so you have time to rest and recharge.
How to Find the Right Remote Executive Assistant
The easiest way is that you can hire a recruiter. But this comes with a substantial fee for the assistant’s annual salary.
There are more cost-effective approaches you can take:
1. Direct Hiring
If you prefer to manage the hiring process yourself, you can:
- Use LinkedIn’s “Open to Work” filter to find candidates
- Conduct Google searches for independent contractors
- Explore remote job platforms like Indeed or FlexJobs
- Connect through professional networks
This approach may seem cost-effective initially.
But consider that the average cost of hiring an employee in the U.S. is around $4,700. The process typically takes up to four months.
This includes time spent on screening, interviewing, and vetting candidates, not to mention the resources required for onboarding and training.
Plus, there’s always the risk of making the wrong hire, which could mean starting the process all over again.
2. Partner with ProAssisting
ProAssisting offers the perfect solution to support executives, board members, and business owners.
We offer a unique solution that takes the hassle out of finding and managing top-tier executive support.
Here’s what makes us different:
Rigorous Vetting Process:
- Less than 5% of applicants become ProAssistants
- Minimum 5 years of experience at globally recognized brands ( like J.Crew, Fidelity, and Oracle)
- Comprehensive background checks and skill assessments
- Experience in executive assistance, project management, or equivalent roles
Flexible Pricing Structure:
- Plans start at $3,000 per month
- Tier system offering 1/3, 1/2, or 2/3 of assistant’s capacity
- No equipment expenses or long-term commitment
- No onboarding fees or benefit costs
- 80% of the monthly retainer goes directly to your ProAssistant (this model helps us partner with and retain the best EA talent long-term)
What You Get:
- Daily support from a U.S.-based professional
- One-hour communication response time during business hours
- After-hours atypical or ‘when traveling’ availability when needed
Finding the right remote executive assistant is an investment in your productivity and peace of mind.
With ProAssisting, you can get started with a free consultation to discuss your needs and find the perfect match for your business.
Common Challenges and How to Overcome Them
Let’s look at the common challenges you might face when working with a part-time remote executive assistant and how to overcome them effectively:
The “Software Switch” Misconception
One of the biggest mistakes executives make is treating remote support like software—something you can just switch on and expect immediate results.
Remember, you’re building a person-to-person relationship that requires investment and nurturing.
Your assistant needs time to learn your preferences, understand your business, and develop a rhythm that works for both of you.
To overcome this challenge:
- Start with a thorough onboarding process
- Share context about your business and working style
- Allow time for questions and learning
- Be patient as you build mutual understanding
The “I Can Do It Faster Myself” Trap
We often hear executives say, “I can just do this faster myself.”
While this might be true for a single task, it’s a short-sighted approach that keeps you stuck in the day-to-day details instead of focusing on bigger priorities.
Training your outsourced executive assistant is an investment—yes, it takes more time upfront, but it pays dividends when they can handle tasks independently in the future.
The solution is simple but requires commitment:
- Take time to document your processes
- Create clear standard operating procedures
- Explain the context behind tasks
- Trust your assistant to develop their own efficient methods
Building Trust in a Virtual Environment
Building trust without face-to-face interaction can feel challenging. And this trust isn’t just nice to have—it’s essential for a productive working relationship.
Research from Accenture highlights that employees in low-trust environments are 2.5 times more likely to experience burnout and leave their positions.
When working with a remote executive assistant, establishing trust early helps ensure a lasting, effective partnership.
The key is creating structure and maintaining open communication from the start.
Here’s how you can strengthen trust over time:
- Begin with smaller, well-defined responsibilities (for example, organizing your inbox, maintaining your calendar, booking travel arrangements, or creating basic reports)
- Schedule regular video check-ins
- Provide clear feedback (but compliment first!)
- Celebrate wins and learn from mistakes together
The goal is to spend time upfront to onboard someone properly, create trust, and let them handle it indefinitely!
How to Set Up a Part-Time Executive Assistant for Success
How well you onboard a part-time executive assistant and integrate them into your world determines the quality of support you receive, and the strategic impact they bring to the company. For example, positioning your EA as your point of contact helps them protect your time and schedule by filtering incoming information and determining which issues need your attention.
These proven strategies set the foundation for a successful long-term partnership with your executive assistant:
- Share Your Executive’s Bible: Create a document that includes all the information your EA needs to support you effectively, including your personal information, key contacts, and business preferences. Additionally, go beyond simply delegating tasks; explain how you want them done and why it is important.
- Provide the Required Access: Grant your part-time EA controlled access to the systems they need to apply their executive assistant superpowers. For example, they’ll need full access to your email to read, respond, and manage messages. However, you could limit their ability to approve payments to specific amounts and purposes, such as $1,000 for office-related expenses.
- Hold an Onboarding Session: Schedule one-on-one training sessions, especially during the first few weeks of the partnership. Have a checklist outlining all the areas to cover during onboarding, including outlining your communication preferences and introducing your EA to the rest of your team.
- Delegate Tasks Gradually: Avoid delegating all administrative tasks at once; doing so could overwhelm your EA. Instead, begin with small tasks, such as calendar management, to assess their efficiency and build their confidence, and then assign more responsibilities over time.
- Provide Ongoing Feedback: Schedule regular reviews to course-correct early, but be careful not to micromanage. Highlight what your new EA is doing well and how they can improve to support you more effectively.
Frequently Asked Questions (FAQs)
Let’s address some common questions about working with remote executive assistants:
What Is the Difference Between Virtual and Remote Executive Assistant Roles?
Virtual assistants typically focus on basic tasks and may work with 6-10+ clients simultaneously.
In contrast, a remote executive assistant is a high-level professional who could command six-figure compensation in traditional roles.
Remote executive assistants create true partnerships with their principals, handling both personal and business responsibilities.
They interact confidently with everyone in your sphere – from board members to family – and manage complex projects that require strategic thinking.
How Can I Ensure Effective Collaboration with a Remote Executive Assistant?
First, you have to trust them, and that trust usually comes after a number of tasks and projects have been completed.
Look at them as a true partner rather than an adversary or a subordinate.
Another thing you can do is share as much information with them as possible.
Provide context around what you’re asking of them that they may not need to know but could provide benefits down the road.
What Tools Are Essential for Successful Remote Executive Assistant Work?
A great remote executive assistant is going to mold themselves and align themselves with the tools that you currently use and the tools that you are comfortable using.
Critical tools they might have experience in include:
- Project management software (e.g., Asana, Trello)
- Communication platforms (e.g., Slack, Microsoft Teams)
- Video conferencing tools (e.g., Zoom, Google Meet)
- Calendar management systems
- Document sharing and collaboration tools
- Password management software
- CRM systems
How Do Part-Time Remote Executive Assistants Add Value to Growing Businesses?
The pinnacle, or true north, of a remote executive assistant, is to give back time to the principal.
As a CEO or business owner, your focus should be on activities that drive revenue and profit—like developing strategy, closing sales, and maintaining client relationships.
Here’s how a skilled remote executive assistant makes this possible:
They act as your shield and filter, becoming the single point of contact for day-to-day questions and issues. This means you’re no longer constantly interrupted by routine matters that others can handle.
Your assistant takes ownership of three key areas:
- Removing tasks from your plate (like administrative work and scheduling)
- Preventing new tasks from reaching you unnecessarily
- Managing both business and personal responsibilities (from client communications to family scheduling)
Perhaps most importantly, they help you work ON your business rather than IN it.
They do this by:
- Creating standard operating procedures that make your business more systematic
- Setting up processes that can run without your constant involvement
- Managing routine communications and tasks that would otherwise consume your day
In their book “The 29-Hour Work Day“, Ethan and Stephanie Bull explain exactly how this works – a skilled executive assistant can help you accomplish 29 hours worth of work in a regular 24-hour day by handling multiple streams of work simultaneously while you focus on what matters most.
Conclusion
Finding the right part-time remote executive assistant can transform how you work, allowing you to focus on strategic initiatives while ensuring day-to-day operations run smoothly.
The key is finding a partner who not only handles tasks but truly understands your business goals.
At ProAssisting, we’ve built our service around making top-tier executive support accessible to growing businesses.
Our ProAssistants bring 5+ years of experience from globally recognized brands, providing high-level support at 50-80% less cost than hiring in-house. You’ll get a dedicated U.S.-based professional who acts as a true extension of your team.
Ready to transform your workday? Schedule a free consultation to learn how a ProAssistant can help you do your best work, not your busy work!
