Outsourced Executive Assistant – Best Executive Assistant Outsourcing Companies

What could you achieve if you had an extra third of your workday back? More time to focus on the big moves that actually grow your business!

That’s not just a dream.

You can finally focus on what you do best by handing off those daily tasks (like managing your inbox, scheduling meetings, organizing documents, and handling routine correspondence) to a skilled professional.

Sound too good to be true?

Here’s the thing: executive assistant outsourcing is making this possible for busy leaders just like you.

And the best part? Less stress, less overwhelm, and better results are just around the corner.

TL;DR – Executive Assistant Outsourcing Companies

For those short on time, here are the top executive assistant outsourcing companies to consider:

• ProAssisting—Best for high-level fractional executive assistant support
• Boldly—Known for the W2 employee model and comprehensive support
• Double—Focuses on tech-enabled EA solutions
• BaseHQ—Specializes in startup support
• Belay—Offers US-based virtual support solutions
• Zirtual—Provides comprehensive virtual assistance

If you’re looking to maximize your productivity without the hassle of a full-time hire, at ProAssisting, we’ve spent decades perfecting the art of executive support.

Our ProAssistants become true extensions of your team, bringing a hospitality mindset and strategic thinking to every interaction.

They have supported leaders at some of the world’s most recognized brands, from J.Crew and Fidelity to NBC Sports and the US Congress.

Schedule a 30-minute call to discuss your professional needs with our Co-founder, Ethan Bull, and let’s transform your workday!

What is Executive Assistant Outsourcing?

Executive assistant outsourcing is providing executive assistant support to principals part-time, fractionally, or full-time in a remote capacity.

This support comes from business owners who either provide the service directly or partner with independent contractors who do the work.

Unlike traditional in-house hiring, outsourcing lets you access top-tier talent without the overhead costs of full-time employees.

Since Tim Ferriss popularized virtual assistance in “The 4-Hour Work Week,” the industry has grown into a sophisticated professional service.

Today’s outsourced executive assistants are highly skilled professionals who can:

• Manage complex calendars and communications
• Handle travel arrangements and expense reports
• Coordinate meetings and events
• Support project management
• Act as a strategic business partner
• Serve as a single point of contact for stakeholders

Why Businesses Are Turning to Outsourced Executive Assistants

According to research by ServiceNow, executives spend 16 hours per week just managing digital tools and admin tasks.

That’s nearly half a workweek lost to handling emails, voicemails, chat messages, calendar scheduling, travel planning, and expense reports.

Think about it—should a high-level executive really spend this much time on admin tasks? Smart companies are realizing this isn’t a good use of their leaders’ valuable time.

This realization is why many businesses, especially startups and small to medium-sized companies, turn to outsourced executive assistance. Because they don’t need full-time support when starting out. 

For business owners who have been handling everything themselves, outsourcing offers a flexible solution. 

It’s also attractive as a direct line item on your P&L statement, unlike hiring an employee, which requires benefits and a different kind of commitment.

Here are the key factors driving the shift toward outsourced executive assistance:

• Cost Efficiency: Traditional executive assistants in major metropolitan areas command salaries between $70,000-$150,000 plus benefits. Outsourcing can reduce these costs by 50-80% while maintaining high-quality support.
• Flexible Support Levels: Outsourcing lets you adjust support based on your needs, whether you need 1/3, 1/2, or 2/3 of your assistant’s full-time capacity. This flexibility is awesome for growing businesses and entrepreneurs.
• Access to Vetted Talent: Leading EA outsourcing companies rigorously screen their assistants for both hard and soft skills. For example, at ProAssisting, we only accept the top 5% of applicants, ensuring principals get access to truly exceptional talent. This saves you the time and effort of recruiting, interviewing, and training.
• Reduced Management Overhead: With managed service providers, you don’t need to handle HR, payroll, or performance management. The provider takes care of all administrative aspects of the relationship.
• Focus on Core Business: Executives can focus on strategic priorities that drive business growth by delegating administrative tasks to an outsourced EA.

Types of Outsourced Executive Assistant Services

Executive assistant services come in several forms—there’s offshore and onshore support, with assistants working in either the same time zone or different ones across the world, from South America to Asia.

You’ll find virtual assistant companies that partner with U.S.-based assistants, as well as fractional executive assistant companies like ProAssisting that partner with fractional executive assistants.

Most companies, including ProAssisting, work with executive assistants who are independent contractors running their own businesses under the organization’s umbrella.

The exception is Boldly, which employs their assistants as W-2 employees (more on this in the next section!).

Here are the three main types of outsourced assistant services (not mutually exclusive):

• Remote Executive Assistant: Provides comprehensive EA support virtually, works primarily during U.S. business hours, handles both business and personal tasks, typically supports 1-3 executives, and costs 50-80% less than in-house EAs.
• Virtual Administrative Assistant: Offers task-focused support with a higher client-to-assistant ratio (6-10:1), provides more flexible scheduling, and brings specialized skills like social media and bookkeeping, with rates ranging from $5-60/hour depending on location and expertise.

Note: Though many use these terms interchangeably, there is a big difference between executive vs. administrative assistant.

• Managed Service Provider: Delivers full-service EA support with backup coverage, ensures quality assurance and performance management, provides training and professional development, follows structured onboarding processes, and maintains consistent service delivery standards.

One of the most important factors to consider when choosing a service is understanding how much of your payment goes directly to the assistant doing the work. Knowing level of compensation the assistant is taking in gives you an idea of their experience level. Also, lower compensation to the actual assistant partnered with you can lead to high-turnover and inconsistent performance from one assistant to the next.

It’s also worth noting that some executives choose to work directly with independent executive assistants who run their own businesses, engaging with them as direct service providers rather than through an agency.

Key Skills to Look for in an Outsourced Executive Assistant

The complete package, as far as hiring an outsourced executive assistant, means getting an EA that has a balanced combination of hard (technical) qualities and soft skills.

At ProAssisting, we call it the 51/49 skills rule (51% soft skills vs. 49% hard skills) credited to renowned restaurateur Danny Meyer.

Hard Skills to Look for in an Executive Assistant

These are technical, measurable abilities that EAs must have to undertake their daily administrative tasks:

• Tech Proficiency: Mastery of everyday productivity, communication, and project management tools used by executives, including Microsoft Office, Google Workspace, and Slack.
• Scheduling and Calendar Management: Ability to organize the principal’s calendar based on urgency and address bottlenecks without disrupting their productivity or performance.
• Written Communication: Strong writing skills as they relate to crafting professional emails and memos or preparing reports.
• Research Skills: Ability to quickly find, process, and present information in the proper format to support executives during meetings or decision-making.
• Information Management: Display strong organizational skills by creating efficient systems for storing physical and electronic files for easy retrieval.

Soft Skills to Look for in an Executive Assistant

These are human-centered qualities that EAs need to undertake their roles with empathy:

• Emotional Intelligence and soft skills: Exceptional EAs can read and process other people’s emotions and respond accordingly, so they represent their executives positively to stakeholders.
• Type A Personality: A good EA is highly driven and detail-oriented, which helps them step up during high-pressure situations or increased workloads, shielding their principals.
• Being a Team Player: Top EAs leverage their influence and proximity to the principal to make things run smoothly within the organization.
• Confidentiality: A good EA handles their principal’s confidential information with utmost trustworthiness and discretion.
• Hospitality Mindset: The best EAs provide high-touch hospitality by focusing on how people feel, rather than just how quickly they complete tasks.

Top Executive Assistant Outsourcing Companies to Consider

Here are the leading executive assistant agencies and companies that can help you find your perfect executive assistant match:

1. ProAssisting

From what we hear from prospective clients and their experiences with various services, there’s only one best executive assistant outsourcing company—and that’s ProAssisting. 

Why are we so confident? 

At ProAssisting, we take pride in being transparent about how we compensate our executive assistants. 

Our high level of compensation—where 80% of your monthly fee goes directly to your ProAssistant—allows us to attract and retain truly exceptional talent for the long term.

We provide elite executive support through ProAssistants who have a minimum of five years of experience working as executive assistants, project managers, or equivalent roles at globally recognized brands. 

Our service includes:

• Daily support from highly skilled, US-based ProAssistants
• After-hours availability when unexpected situations arise
• No equipment expenses or long-term commitments
• No onboarding fees or benefit costs

Our plans start at $3,000 per month, with a flexible tier system that allows you to choose 1/3, 1/2, or 2/3 of your ProAssistant’s capacity based on your needs. 

No matter which tier you select, you’ll never compromise on dedication, professionalism, or experience.

Want to learn more about a ProAssistant? Schedule a consultation to discuss how we can support your specific needs.

2. Boldly

Unlike other providers, Boldly employs their assistants as W2 employees rather than contractors. 

This means better stability and retention for their team. 

They specialize in matching you with experienced EAs who have 10+ years of experience at major companies.

Their service includes:

• Premium subscription staffing model
• Flexible plans from 40-160 hours per month
• Dedicated backup assistants
• Extensive EA training and development

3. Double

Double takes a unique tech-forward approach by combining human EA expertise with AI tools. 

When you work with Double, you get:

A dedicated US-based assistant who works with only 2-3 other executives, ensuring responsive support during your business hours. 

Plans start at $549 monthly for 10 hours of support. 

They also provide:

• AI-enhanced productivity tools
• Quick 3-day matching process
• Flexible scaling of hours

4. Base HQ

Base HQ focuses on tech-enabled matching to find you the perfect EA fit. They have a very selective process, inviting only 0.01% of top US-based talent to apply. 

Their service features:

• 3-day matching timeline
• Plans start at $1,300 for 20 hours monthly
• Specialized systems resets and optimization
• Continuous professional development for their EAs

5. Belay

Belay offers comprehensive remote staffing solutions beyond just executive assistance. 

Their EA service provides a thorough matching process with a 93% first-match success rate. 

You’ll work with a dedicated Client Success Consultant who helps identify your exact needs before matching you with one of their nearly 2,000 US-based professionals.

Additional benefits include:

• One-week average placement time
• Fully managed onboarding process
• Regular check-ins and support
• Flexibility to adjust service levels

6. Zirtual

Ideal for those seeking more task-focused support, Zirtual provides college-educated, US-based virtual assistants with plans starting at $599 monthly. 

Their service is featured with:

• 2-hour response times during business hours
• Month-to-month flexibility
• No setup fees or long-term contracts
• Comprehensive training for all assistants

How to Onboard an Outsourced Executive Assistant Effectively

Your onboarding process influences how soon your outsourced EA settles into their role and becomes a business partner. 

Here’s a comprehensive guide for integrating an executive assistant into your world:

• Communicate Your Preferences: Create an instructional manual that outlines everything your EA should know about you. I call it the “executive’s Bible,” as it becomes your EA’s go-to reference whenever they ‘feel lost.’
• Provide Access to Essential Systems: Grant your EA appropriate access to relevant systems, including your email, calendar, contacts, and credit card information.
• Schedule On-Boarding Sessions: Organize intensive training sessions where you communicate your expectations and support needs. Also, introduce your EA to the rest of the team and essential stakeholders, like clients and vendors.
• Share context: The more context you can provide -even if it doesn’t directly pertain to the task, project, responsibility, or objective- the faster and better your assistant will perform for you by asking better questions and thinking steps ahead. This context multiplies over time.
• Delegate Low-Risk Tasks First: Start with simple tasks, like email correspondence and scheduling, to check whether they’ve understood how you operate. You can then delegate more tasks gradually, until they can support all your performance multipliers. 
• Provide Regular Feedback: Schedule weekly check-ins to review what’s working, not working, or needs adjustment. This doesn’t mean micromanaging the EA, but rather course-correcting, so minor issues don’t grow into inefficiencies that cripple operations.

How to Choose the Right Outsourced Executive Assistant

The first decision you’ll need to make is whether you want to work with a platform that rotates different assistants or operates in a team atmosphere versus establishing a true one-on-one partnership. 

This one-on-one partnership typically costs more but often provides better long-term value. 

Here are the key factors to consider:

Understanding Service Models:

• Determine if you would benefit from hiring fractional executive assistant support or if a virtual assistant will suffice
• Decide between platform-based service or personal one-on-one partnership
• Consider time zone alignment—South American assistants may align with U.S. hours, while those in South Africa or the Philippines will work nights to match your daytime schedule
• Factor in how night-shift work affects your assistant’s circadian rhythm and performance

Evaluating Compensation Structure:

• Ask directly how much of your payment goes to the assistant
• Research how long assistants typically stay with the company (ask it directly)
• Remember that higher assistant compensation usually means better service based on experience and longer retention

One often overlooked but most important factor is understanding exactly how much your assistant will be compensated. 

While companies will tell you their rates, the key question is what percentage actually goes to your assistant—this significantly impacts the level of service and commitment you can expect.

Also, the quality of support you get often comes down to what you’re willing to invest. 

Think about it—an EA making $24 an hour as a contractor in the United States likely won’t bring the depth of experience or level of partnership you really need. 

After all, your executive assistant isn’t just managing your calendar; they’re often the face of your company, the keeper of your trust, and a key player in your success!

Common Mistakes to Avoid When Outsourcing Executive Assistant Services 

The executive assistant you hire will function as your extension, often undertaking roles relating to the five performance multipliers: business partner, project manager, chief of staff, personal assistant, and scheduler. As such, choosing the wrong EA directly impacts the amount of time you reclaim. 

Unfortunately, even experienced executives fall into some pitfalls when outsourcing EA services:

• Undefined EA Support Needs: Some principals do not account for how much EA support they need. This means you might end up hiring a full-time executive assistant when what you need is fractional EA support. Identify which tasks you want to delegate, then work with executive assistant services that offer tiered plans, allowing you to use ⅓, ½, or ⅔ of an EA’s capacity depending on your support needs.
• Overreliance on the Candidate’s Resume: Don’t disqualify suitable candidates just because they miss your preferred educational background, even when they have the right experience. Prioritize candidates who have the experience you are looking for, combined with the right soft skills.
• Unclear Expectations: Another mistake principals make is assuming that EAs should already know how to support them, which often leads to misunderstandings. The best way to empower your EA to be your business partner is to communicate their responsibilities, working hours, and your performance expectations.
• Asking the Wrong Questions: Some principals rush the hiring process and miss out on opportunities to ask questions that would help them identify red flags. Use the right executive assistant interview questions to assess the candidate’s career path, communication, confidentiality, and technology adaptability, as these factors determine how well they can support you.
• Micromanaging the EA: Failing to trust the EA you’ve just hired defeats the purpose of outsourcing their services, as it clips the assistant’s ability to use their superpowers to support you. Instead, onboard the EA effectively and then trust them to undertake the assigned roles, while only providing regular, constructive feedback.

Future of Outsourced Executive Assistants in a Remote-First World

The world has significantly shifted to remote setups, especially for roles that do not need people to work in the office. Executives are also opting for remote EAs, as they can perform up to 90% of what in-office assistants can do. 

Here’s what we expect of outsourced EA support in the next decade:

• Flexible Support: Principals will prioritize fractional EAs, utilizing ⅓, ½, or ⅔ of their capacity based on their fluctuating support needs. This will be more cost-effective for executives, as they can receive almost the same level of support while saving 50-80% on the cost of hiring an in-office assistant.
• Collaborative Tools: There is increased demand for collaborative tools that can help bridge the gap between remote EAs and their principals so that they can support their executives’ performance multipliers from across the globe.
• Evolving EA Roles: Outsourced EAs will have to step into the business partner role and take up more responsibilities, like representing their principals in events or meeting with key stakeholders like clients and vendors through teleconferencing.
• Asynchronous Working: This will allow EAs to provide support even when the principals are unavailable, enhancing workflow continuity. For example, the outsourced EA could respond to emails during the principal’s out-of-office hours.

Frequently Asked Questions (FAQs)

Let’s address some common questions about executive assistant outsourcing:

What Services Do Executive Assistant Companies Provide?

Executive assistance companies provide executive assistance support in all shapes and forms. 

While some people might say it’s just email, contact, and calendar management, others understand it encompasses both personal and business tasks and responsibilities:

• Calendar and email management
• Travel arrangements
• Meeting coordination
• Document preparation
• Project management
• Personal task support
• Research and analysis
• Event planning
• Expense reporting

An executive assistant serves as a single point of contact for the principal and acts as a utility player for the organization as a whole. 

It’s a wide berth of services, and the experience level of your assistant will dictate the service you actually get.

What is the Difference Between an Outsourced Assistant and an In-House Assistant?

It’s the difference between hiring an employee versus hiring a company to provide a service. 

When hiring an employee, you take on recruiting fees, benefits, PTO, and other responsibilities. 

This is quite different from hiring a fractional executive assistant who is either running their own business or is part of an agency or platform.

Is It Cost-Effective to Outsource Admin Work?

Absolutely. You can have an assistant focused on what you want very inexpensively. 

The key question is: what value are you looking for? What tasks, projects, and responsibilities are you trying to take off your plate? Can this cost-effective outsourced admin work satisfy those needs? 

We find that someone starting with a virtual assistant often reaches a point where they want more personal interaction—a true partnership. 

That’s when they come to someone like ProAssisting. 

Over time, as responsibilities and resources increase, it may make sense to hire someone in-house. 

It’s a natural progression up the scale of options.

Conclusion

Finding the right executive assistant solution can transform how you work and what you can achieve. 

While there are many options available, what truly matters is finding a partner who can provide consistent, high-quality support that grows with your needs.

At ProAssisting, we specialize in matching busy executives like you with experienced ProAssistants who serve as true extensions of your team. 

With our unique 3:1 client-to-assistant ratio and 80% direct compensation model, we ensure you get dedicated, professional support that makes a real difference. Ready to reclaim your time? Schedule a free consultation today.