The role of executive assistants and virtual assistants is significant in today’s dynamic work environment. Nevertheless, determining which one is the appropriate fit for your business is not very easy. This article aims to explore the role of executive assistants and virtual assistants, showcasing their similarities and differences, in order to help you understand which one is the right fit for your business needs.
TL;DR – Executive Assistant vs. Virtual Assistant
Not sure which type of assistant is right for your needs? Here’s a quick comparison to help you decide:
| Executive Assistant | Virtual Assistant |
| More likely a W2 employee, especially if hired through a subscription staffing company. | Usually, a 1099 contractor who comes with compliance risk. |
| Pros | Pros |
| A full-time employee dedicated to your needs Gets better over time as they understand your office Handles projects and tasks on a longer-term horizon Deeply integrated into your business Represents you professionally to stakeholders | Very low cost Can be onshore or overseas Flexible hours and contract terms Easy to scale up or down as needed Specialized skills are available for specific projects |
| Cons | Cons |
| Higher cost with benefits and employee responsibilities Doesn’t offer flexibility to increase/decrease bandwidth You’re limited to that one assistant’s capacity Requires office space and equipment (for in-office EAs) | Experience level can vary greatly Supporting a large number of clients simultaneously Communication turnaround and meeting deadlines could be problems Often treated as a commodity Limited strategic partnership capability |
| Best For | Best For |
| Business executives who need dedicated support for complex tasks, long-term projects, and high-level representation. | Entrepreneurs and small business owners who need flexible, cost-effective support for specific tasks without full-time commitment. |
Looking for something in between?
ProAssisting offers the best of both worlds with experienced remote executive assistants (we call them “ProAssistants”) who provide high-quality support at a fraction of the cost of a full-time EA.
Schedule a free consultation to see if we’re the right fit for your needs!
What Is an Executive Assistant?
Employees who manage high-level executives’ calendars, travel schedules, communications, meetings, document creation, information management, and event planning are referred to as executive assistants. Yet because of their deep awareness of the objectives and culture of the organization they frequently offer their leaders strategic advice in addition to their administrative duties. In addition, one characteristic that all executive assistants have is that they make efforts at enhancing the productivity of the executive leadership team.
Key Responsibilities of an Executive Assistant
Some of the main responsibilities of an executive assistant involve:
1. Internal and external communications, which serve as a bridge between executives and other interested parties
2. Schedule management, which entails maximizing productivity for executives through the careful planning of calendars, meetings, and travel arrangements
3. Project management, which involves ensuring that projects are completed within a determined timeline and that they meet company requirements
4. Document and presentation preparation, which includes drafting necessary reports, gathering and analyzing information, and presenting the collected data in understandable and meaningful formats
5. Event planning, which entails venue booking, catering orders, guest list management, etc.
How to Hire an Executive Assistant
Finding the right executive assistant requires a strategic approach focused on identifying someone who can truly become an extension of you and your business.
Here’s how to get it right:
1. Define the Role Clearly: Before you start interviewing, outline exactly what you need. Will they manage your calendar, handle email, coordinate travel, or take on project management?
2. Look for Experience with High-Level Executives: A strong EA candidate will have experience supporting C-suite executives, entrepreneurs, or board members. This experience indicates they understand the demands of high-stakes environments.
3. Prioritize Soft Skills: There are 3 assets every great executive assistant needs—communication, hard skills (technical proficiency), and a hospitality mindset. Look for candidates with exceptional reading, writing, and speaking abilities, emotional intelligence, discretion, and a service-oriented attitude.
4. Test for Problem-Solving Abilities: Give candidates real-world scenarios they might encounter in your business and see how they respond. This helps you assess their ability to think on their feet.
5. Check References Thoroughly: Speaking with previous employers can reveal insights about a candidate’s reliability, discretion, and effectiveness.
6. Consider Personality Fit: Your EA will work closely with you daily. Make sure there’s a natural rapport and compatibility in communication styles.
7. Discuss Salary Expectations Upfront: Top executive assistants command competitive salaries. In major metropolitan areas, experienced EAs supporting C-level executives typically earn between $70,000-$150,000+ annually plus benefits.
8. Create a Thorough Onboarding Plan: Once hired, invest time in training your EA on your preferences, business objectives, and key relationships. This upfront investment pays dividends in effectiveness.
A good assistant can shift and work the way their executive wants to work, as opposed to the other way around. The best EAs adapt to your style and needs, becoming invaluable business partners.
What Is a Virtual Assistant?
A virtual assistant refers to a professional that manages administrative, technical, and creative tasks for businesses to enable them to focus on more meaningful duties. Usually, they are hired on a contract basis. This enables businesses to work flexibly and reduce costs.
Key Responsibilities of a Virtual Assistant
Some of the main responsibilities of a virtual assistant involve:
1. Administrative support, which involves organizing files, tracking and managing bills and other expenses, and managing emails
2. Calendar management, including the scheduling of meetings and preparation of reminders
3. Customer service, which refers to the provision of support to clients on a required basis. Virtual assistants increase client satisfaction by providing round-the-clock assistance customizing communications to meet each clients needs and guaranteeing prompt response times. Customers will benefit from having assistance available to them at all times which will enhance and streamline their experience.
4. Research, which entails gathering information, organizing data, and drafting reports and proposals for clients
5. Social media management, including the creation and scheduling of posts in various social media platforms and the communication with followers and potential clients. They maintain track of performance indicators, manage logistics and offer strategic optimization insights. Virtual assistants save businesses time and improve their social media presence by moderating interactions and monitoring trends.
How to Hire a Virtual Assistant
Hiring a virtual assistant requires a different approach than hiring an in-house executive assistant.
Here’s a step-by-step guide to finding the right VA for your needs:
1. Identify Specific Task Requirements: Unlike an EA who handles a broad spectrum of responsibilities, VAs often excel with clearly defined tasks. Make a list of exactly what you need help with—whether that’s social media management, email organization, data entry, or customer service.
2. Decide on Hours and Budget: Determine how many hours of support you need weekly and what you can afford. Virtual assistants typically charge between $5 and $60 per hour, depending on location, experience, and specialization.
3. Choose Between Individual VA or Agency: You can hire an independent VA or work with a virtual assistant company. Agencies typically charge $40-$45 per hour, with the VA receiving $18-$20 of that amount as an independent contractor.
4. Consider Location and Time Zones: If you need real-time communication during your business hours, a virtual assistant (VA) in your time zone may be preferable. If overnight task completion works for you, an offshore VA might offer cost advantages.
5. Request Samples of Previous Work: For specialized tasks like graphic design, content writing, or bookkeeping, ask to see examples of their work.
6. Start with a Small Project: Before committing to an ongoing arrangement, assign a small project to assess their communication style, quality of work, and timeliness.
7. Set Up Systems for Collaboration: Establish clear communication channels and project management tools. Popular options include Slack, Trello, Asana, or Monday.com.
8. Create Detailed SOPs: Standard Operating Procedures help VAs understand exactly how you want tasks completed. This investment upfront saves time on corrections later.
9. Plan for Regular Check-Ins: Schedule weekly or bi-weekly meetings to review completed work and discuss upcoming priorities.
Remember that virtual assistants typically support multiple clients simultaneously, with ratios often ranging from 6:1 to 10:1 (or more).
This means you’re sharing their attention, unlike with a dedicated EA.
EA vs. VA – Relevant Characteristics for Comparison
When deciding between an executive assistant and a virtual assistant, several key factors should influence your choice.
Let’s see how these roles compare across critical dimensions:
| Executive Assistant | Virtual Assistant | |
Core Responsibilities | Acts as a strategic partner, handling complex tasks including calendar management, email correspondence, travel arrangements, meeting preparation, and representing the executive to stakeholders. | Focuses on specific, often repetitive tasks like data entry, basic email management, scheduling, social media posting, customer service, and administrative support. |
Scope of Work | Comprehensive support, including business and personal matters, with deep integration into the executive’s work and life. | Task-based support is typically limited to specific, pre-defined assignments with clear deliverables. |
| Complexity of Tasks | Handles high-level, complex responsibilities requiring critical thinking, including sensitive communications, decision-making support, and project management. | Primarily manages routine administrative tasks that follow established processes and don’t require extensive contextual knowledge. |
| Communication Level | Direct, frequent communication with the executive and key stakeholders, often representing the executive’s voice and making decisions on their behalf. | More limited communication, typically task-focused and scheduled, with less authority to speak for the principal. |
| Decision-Making Authority & Autonomy | High level of autonomy with authority to make decisions, prioritize tasks, and speak on behalf of the executive. | Limited autonomy, generally following specific instructions rather than making independent decisions. |
| Project & Event Management | Takes ownership of complex projects, coordinates multiple stakeholders, and manages high-visibility events from conception to execution. | May assist with specific elements of projects, but typically doesn’t own entire initiatives or manage complex, multi-stakeholder events. |
Location & Availability | Traditionally in-office (though remote executive assistant and fractional executive assistant options also exist), with dedicated availability during business hours and often after-hours support when needed. | Remote, with potentially variable hours depending on time zones and contract terms; may be less immediately available due to supporting multiple clients. |
| Salary & Compensation | $70,000-$150,000+ annually in large metropolitan areas, plus benefits, taxes, equipment, and potential bonuses of 5-30%. | $20-$60 hourly for US-based VAs, $5-$20 hourly for international VAs, with no additional costs for benefits, equipment, or taxes. |
Check out ProAssisting’s “The State of the Assistant in a Remote World” guide to develop a deeper understanding of the role support staff plays in enhancing your business.
Executive Assistant vs. Virtual Assistant: Main Differences
There are several areas that showcase differences between executive assistants vs. virtual assistants.
- Responsibility level: Executive assistants oversee high-level tasks and provide strategic support, becoming an integral part of the executives daily routine, whereas virtual assistants handle specific projects and regular administrative tasks with an emphasis on task-oriented work.
- Abilities: Executive assistants need to have in-depth knowledge of the industry as well as advanced communication organizational and problem-solving skills, whereas virtual assistants usually require knowledge of administrative software time management and fundamental technical abilities.
- Scope of work: Executive assistants typically provide high-level strategic support to one executive or a small group, whereas virtual assistants manage a range of tasks in various business areas while working with several clients or departments.
- Location: Executive assistants usually work on-site, whereas virtual assistants usually work remotely.
Executive Assistant and Virtual Assistant Similarities
Despite their differences, executive assistants and virtual assistants share some important commonalities:
- Administrative Foundation: Both roles handle fundamental administrative tasks like scheduling appointments, managing communications, and organizing information. The core skills of organization, attention to detail, and time management are essential for both EAs and VAs.
- Technology Proficiency: Both EAs and VAs must be comfortable with various software systems, including calendar applications, email management tools, video conferencing platforms, and project management software.
- Confidentiality and Trust: Whether in-house or remote, both roles require handling sensitive information with discretion. As Ethan Bull of ProAssisting notes, “Having your ego in check and understanding that’s fine. I don’t need to be recognized as the leader. But I know behind the scenes, I am pushing all these things forward.”
- Communication Skills: Clear, professional communication is vital for both roles. This includes written correspondence, phone etiquette, and interpersonal interactions with stakeholders at various levels.
- Problem-Solving Abilities: Both EAs and VAs must be resourceful problem-solvers who can overcome obstacles and find efficient solutions, though the complexity of problems they tackle may differ.
- Goal Alignment: Ultimately, both roles exist to save the principal time and reduce stress. As mentioned in “The 29-Hour Work Day” book by Ethan and Stephanie Bull, the successful byproduct of an assistant’s work is “adding more time into their principal’s day and reducing their stress level.”
- Adaptation to Principal’s Style: Both roles require flexibility and the ability to adapt to the principal’s working style and preferences.
Choosing Between an Executive Assistant vs. Virtual Assistant
Think about the following elements when choosing between a virtual assistant and an executive assistant:
1. Business needs: An executive assistant is a better option if you need committed assistance in managing your business operations and high-level strategic support. A virtual assistant could be adequate for more general administrative duties. Some remote executive support providers offer flexible arrangements, including after-hours support and the ability to handle atypical situations when necessary.
2. Budget: Because of their specialized knowledge and strategic engagement, executive assistants usually command higher salaries, which often exceed $7,500 per month. Virtual assistants are a more affordable choice especially for small or startup companies.
3. Task Scope: Take into account the level of difficulty and the extent of the work you require help with. Virtual assistants are best suited for handling regular and specialized administrative work while executive assistants are best suited for complex high-level tasks.
What About Executive Virtual Assistant (EVA)?
As the workplace evolves, a hybrid role has emerged—the Executive Virtual Assistant (EVA). This position blends the strategic capabilities of an executive assistant with the remote flexibility of a virtual assistant.
An Executive Virtual Assistant offers higher-level support than a standard VA but works remotely rather than in-office. Many businesses are now turning to an outsourced executive assistant solution to get the best of both worlds.
EVAs have a similar job description to an in-house executive assistant mentioned above.
The difference is that the principal needs to accept responsibility to manage their own timelines. Also, understand that tasks requiring in-person interaction will entail the remote executive assistant outsourcing help.
Key characteristics of an EVA include:
- Experience Level: Typically 5+ years working as an executive assistant, senior executive assistant, or C-suite executive assistant.
- Executive-to-Assistant Ratio: Often around 3:1 (supporting three executives), compared to the 1:1 ratio for traditional EAs and 6-10+:1 for standard VAs.
- Strategic Capabilities: Can handle complex tasks like email management, calendar control, travel arrangements, and project management.
- Cost Advantage: Typically 50-80% less than the salary of an in-house executive assistant, with no additional costs for taxes, equipment, benefits, or bonuses.
- Response Times: Generally offers quicker turnaround times than standard VAs, with many promising responses within an hour during business hours.
This middle-ground option has gained popularity among professionals who need high-level support but don’t require (or can’t justify) a full-time, in-office EA.
As Ethan Bull explains in his podcast interview, “We are able to do that by really focusing on the three-to-one executive-to-assistant ratio. Through my experience in advertising, and then further in healthcare, [I] really found that a top-level executive assistant is capable of handling three executives.“
For executives concerned about confidentiality in a remote arrangement, most reputable EVA services have strict protocols in place.
At ProAssisting, for example, we ensure that our remote executive assistants are bonded and insured, with both errors and omissions insurance as well as criminal liability insurance.
We also implement biometric and 2-factor authentication security on all email accounts and technology.
The EVA model has become increasingly viable as technology has advanced. It offers a compromise that works well for many business leaders who need more than task-based assistance but don’t require a full-time employee.
Common Misconceptions Regarding Executive Assistants vs. Virtual Assistants
The notion that virtual assistants can perform all the duties of an executive assistant is one of the most widespread misconceptions. Although virtual assistants are flexible, they frequently do not offer the same level of high-level support and profound strategic involvement as executive assistants. An additional misunderstanding that ignores executive assistants’ strategic and managerial responsibilities, such as project management and decision-making, is that they are simply secretaries. Finally, although some think virtual assistants are less polished than executive assistants, virtual assistants can actually be extremely talented professionals. However, executive assistants provide more all-encompassing strategic support and their work is typically more task-oriented.
Conclusion – Making the Right Choice
Making an educated choice requires knowing the main distinctions between a virtual assistant and an executive assistant. While virtual assistants offer flexible task-oriented services that may be more affordable, executive assistants provide strategic support and are closely integrated into the executives workflow. The ideal role for your company can be chosen by taking into account your needs, your budget, and the necessary range of tasks. Choosing the correct service can help increase productivity and enable you to concentrate on the things that really matter for the expansion of your business, whether you’re looking for the strategic partnership of an executive assistant or the flexibility of a virtual assistant.
Frequently Asked Questions (FAQs)
Here are answers to some common questions about executive assistants and virtual assistants:
Which Role Is Better for Small Businesses: EA or VA?
For most small businesses, a virtual assistant often provides the best value initially. VAs offer flexible support without the commitment of a full-time salary and benefits.
As your business grows and your needs become more complex, you might consider transitioning to a part-time executive assistant or a full-time EA.
Do Virtual Assistants Offer the Same Confidentiality as EAs?
Confidentiality can be maintained with either role, but the approach differs.
In-house EAs typically sign confidentiality agreements as part of their employment contracts and are physically present in your secure environment.
With VAs (and also executive assistant companies), you’ll want to implement additional safeguards:
- Use a formal non-disclosure agreement
- Limit access to only necessary systems and information
- Consider using secure, encrypted communication channels
- Start with less sensitive tasks until trust is established
- Work with reputable VA companies that conduct background checks
Many virtual assistant companies, including those offering EVA services, provide bonded and insured assistants with security protocols in place.
Are Virtual Assistants More Affordable Than Executive Assistants?
Yes, virtual assistants are generally more affordable upfront (typically $5-$60/hour compared to $70,000-$150,000+ annually for full-time EAs).
However, the value equation matters more than raw cost.
An experienced EA might accomplish in one hour what takes a less experienced VA several hours.
So the higher rate is worthwhile when measuring actual productivity gains versus dollars spent.
Can a Virtual Assistant Handle Executive-Level Tasks?
While some experienced virtual assistants can manage complex tasks, there’s typically a significant difference in the level of strategic support.
Standard VAs excel at defined, routine tasks but may not provide the deep business partnership that comes with a seasoned EA.
However, executive virtual assistants (EVAs) bridge this gap, offering high-level support remotely.
If you need executive-level assistance but prefer a remote arrangement, an Elite Assistant from a company like ProAssisting might be the right solution.
We ensure quality by passing 80% of your monthly retainer directly to your ProAssistant—significantly higher than industry standards. This allows us to attract and retain top talent who can truly handle executive-level responsibilities.
Schedule a free consultation today to discover how our approach can transform your productivity.
