Time is your most valuable asset as an executive. And you’re probably spending too much of it on tasks that someone else could handle.
A 2024 Executive Productivity Report shows this clearly: over half of executives (53%) say they need help with day-to-day administrative work.
Now, there is a solution to it. And the traditional one would be hiring an executive assistant.
But! Yes, there’s a big but! Hiring a full-time EA comes with a big price tag – salary, benefits, and other overhead costs. Plus, many executives don’t actually need 40 hours of support every week.
That’s why fractional executive assistants are becoming increasingly popular. They provide high-level support exactly when you need it, without the full-time commitment.
Want to know how this could work for your business?
In this guide, we’ll break down everything about fractional executive assistants – who they are, what they do, and how they can help you focus on what matters most.
Pro Tip: Looking for immediate executive support without the complexity of hiring? ProAssisting matches you with experienced US-based executive assistants who can start helping you within days.
Our assistants have worked with leaders at companies like J.Crew, Oracle, and NBC Sports. See if we’re a good fit for your needs – schedule a free consultation today!
What is a Fractional Executive Assistant?
A fractional executive assistant is a seasoned professional who provides high-level support to multiple executives on a part-time or shared basis.
This is not like hiring traditional virtual assistants – which became popular after Tim Ferriss’s “$5 per hour” model went viral in 2007!
Fractional executive assistants bring substantial experience and expertise to their roles.
These professionals typically have at least five years of experience supporting C-suite executives, entrepreneurs, business owners, or high-net-worth individuals.
They choose to work with a select number of clients rather than a single employer, usually maintaining a ratio of three executives to one assistant.
This arrangement allows them to provide premium support while giving you the flexibility to pay only for the hours you need.
Difference Between Fractional and Full-Time Executive Assistants
The main difference between fractional and full-time executive assistants lies in their engagement model and cost structure:
| Factor | Full-Time Executive Assistant | Fractional Executive Assistant |
| Time & Availability | Dedicated 40+ hours per week to a single executive | Typically provide 20-25 hours per month per executive, with flexible scheduling |
| Cost Structure | In major metropolitan areas, salaries range from $70,000 to $150,000+ annually, plus benefits, taxes, and equipment | Cost 50-80% less than full-time staff, with no additional overhead for benefits or equipment |
| Work Arrangement | Usually work on-site or in a hybrid setting | Primarily remote, with occasional in-person meetings as needed |
| Client Load | Dedicated to one executive/organization | Typically supports 2-3 executives across different organizations |
| Training & Onboarding | Requires extensive onboarding and company-specific training | Brings broad experience from multiple clients; requires minimal training |
| Commitment Level | Long-term employment relationship with benefits and career progression | Month-to-month contract with flexibility to adjust or end engagement |
7 Reasons to Hire a Fractional Executive Assistant
Executives are constantly balancing high-level tasks and routine administrative duties. As demands grow, many are turning to fractional executive assistants (EAs) as a flexible and cost-effective solution. A fractional EA offers high-level support on a part-time or as-needed basis, allowing executives to focus on strategic objectives without the commitment of a full-time hire. Here are the top seven reasons why hiring a fractional EA might be the best decision for your business.
1. Flexible, On-Demand Support
One of the biggest advantages of hiring a fractional EA is the flexibility it offers. Fractional EAs provide on-demand support, adjusting their hours and workload based on the business’s needs. This makes them ideal for executives whose schedules and priorities can fluctuate, particularly during peak times or for project-based work.
Unlike a full-time assistant, a fractional EA can scale their availability, providing essential support when you need it most and scaling back during slower periods. This flexibility not only maximizes efficiency but also ensures that executives receive the support they need without paying for unused hours. Flexible support models have become essential in today’s dynamic business environments, giving leaders a practical solution that adapts to their changing needs.
2. Significant Cost Savings
Hiring a fractional EA can lead to substantial cost savings. Because fractional EAs work on a part-time basis, businesses only pay for the hours or tasks they need, avoiding the expense of a full-time salary, benefits, and other overhead costs. This is especially advantageous for startups or smaller companies that need high-level assistance but cannot justify the costs of a full-time role.
Cost savings aren’t limited to salary alone. With a fractional executive assistant, companies avoid additional expenses related to training, benefits, and office space. This cost-effective approach allows companies to allocate their resources more strategically, making it a smart financial choice for many organizations.
3. Access to High-Level Talent Without a Full-Time Commitment
Fractional EAs are often highly experienced professionals who bring specialized skills in areas such as project management, communication, and executive support. Many fractional EAs have years of experience working with high-level executives, providing them with insights and expertise that can be invaluable to a growing business.
Hiring a fractional EA gives executives access to this high-level talent without the need for a full-time commitment. This arrangement is particularly beneficial for companies looking for specialized support on specific projects or during busy periods. By choosing fractional support, you can work with a skilled professional who offers strategic value without the long-term obligation of a full-time hire. Tapping into experienced talent on a flexible basis allows businesses to maintain high standards of support.
4. More Time for Strategic Focus
With a fractional EA handling administrative and day-to-day tasks, executives are free to focus on high-priority projects and long-term goals. Often, routine tasks—like managing calendars, responding to emails, and scheduling meetings—consume a large portion of an executive’s day, leaving limited time for strategic thinking and business growth.
Delegating these tasks to a fractional EA allows executives to reclaim their time for core responsibilities. By spending less time on day-to-day operations, executives can focus on making critical decisions that drive business growth. Having dedicated support for administrative tasks boosts productivity and enables leaders to stay focused on their highest-impact work.
5. Reduced Hiring and Onboarding Effort
Hiring a full-time employee requires a significant investment in time and resources for recruitment, vetting, and onboarding. However, with fractional executive services, businesses can access pre-vetted, qualified candidates ready to start immediately. Many agencies specializing in fractional support handle the entire vetting process, making it easy for executives to find the right match quickly.
With the right fractional executive services, you can skip the lengthy hiring and onboarding process. Most fractional EAs are already experienced in supporting executives and require minimal training, so they’re ready to provide value from day one. Placement agencies like ProAssisting can further simplify the hiring process by connecting executives with pre-screened candidates, ensuring a seamless transition to effective support.
6. Scalability as Your Business Grows
A fractional EA offers scalability that aligns with a company’s growth and changing needs. As businesses expand, so do their support requirements. Fractional EAs can increase their hours, take on additional responsibilities, or handle more complex tasks as the company grows, ensuring executives receive consistent support.
This scalability makes fractional executive services ideal for businesses experiencing fluctuating demands. Whether your company is preparing for a busy quarter, launching a new product, or expanding into new markets, a fractional EA can adapt to meet your growing needs without the need for rehiring.
7. Enhances Work-Life Balance for Executives
Managing a heavy workload without support can lead to burnout and stress, which ultimately impacts productivity and decision-making. By hiring a fractional EA, executives can delegate routine tasks, reducing their workload and creating more time for work-life balance.
With an EA handling day-to-day responsibilities, executives have more time to recharge and focus on personal well-being, which is essential for sustained productivity. A balanced workload also enables executives to maintain a clearer, more focused mindset, leading to better business outcomes. Executives who achieve a healthier balance between work and personal life are better equipped to lead effectively and make sound business decisions.
Core Responsibilities of a Fractional Executive Assistant
When you work with a fractional executive assistant, you’re getting someone who can wear multiple hats and handle diverse responsibilities.
Let’s break down the five performance multipliers that create the maximum impact with minimum time arrangements:
1. Business Partner
Unlike traditional assistants who simply take orders, a fractional EA acts as your trusted business partner.
They’ll actively engage with your business strategy, offer valuable insights, and help you make informed decisions.
Think of them as your right-hand person who can represent you professionally when needed.
Your fractional EA will:
- Filter and prioritize information before it reaches you
- Provide input on business decisions when asked
- Maintain strict confidentiality with sensitive matters
- Handle VIP client and stakeholder communications
2. Chief of Staff
As your chief of staff, your fractional EA becomes the central hub for all communications and coordination.
This role is about making sure everything runs smoothly behind the scenes.
They serve as your single point of contact, which means they:
- Coordinate between you and your team members
- Manage relationships with key contacts
- Handle incoming requests and prioritize your time
- Keep projects and initiatives moving forward
3. Project Manager
A great fractional EA doesn’t just handle day-to-day tasks – they take complete ownership of projects from start to finish.
From planning company retreats to coordinating office moves, they’ll make sure everything stays on track.
Key project management responsibilities include:
- Creating and maintaining project timelines
- Coordinating with team members and vendors
- Managing budgets and resources
- Ensuring deadlines are met
- Following up on action items
4. Assistant/Scheduler
This is where your EA helps you achieve the impossible – fitting more hours into your day through expert calendar management.
They’ll handle the logistics of your professional life so you can focus on what matters most.
Your EA will take care of:
- Managing your complex calendar and appointments
- Coordinating meetings and conference calls
- Handling email communications
- Arranging travel and accommodations
- Processing expenses and documentation
5. Personal Assistant
Remember – the goal is to give you more time in your day, whether that’s for work or personal matters.
A fractional EA understands that managing your personal tasks is just as important as handling business responsibilities.
They can assist with:
- Scheduling medical appointments and personal commitments
- Coordinating household services and maintenance
- Handling gift purchasing and special occasions
- Managing personal travel arrangements
- Keeping track of important personal dates and deadlines
With a skilled fractional EA handling these five key areas, you’ll find yourself with more time to focus on strategic work, important relationships, and personal priorities.
The key is to know how to find the right executive assistant who can seamlessly integrate these roles while maintaining the flexibility that makes fractional support so valuable.
Key Qualities to Look for in a Fractional Executive Assistant
There are four essential superpowers at work that set exceptional executive assistants apart from the rest. These are the core qualities that help you get more done in less time.
Take these qualities as your checklist when choosing a fractional EA.
While technical skills matter, these fundamental traits determine how well your assistant can anticipate and meet your needs.
Here are the key qualities to look for:
- ESP (Anticipation): Your assistant should see what’s coming before you do. They proactively prepare for meetings, gather information you’ll need, and handle potential issues before they become problems. It’s like having someone who already knows what you’ll need tomorrow.
- Synchronization (Time Management): Look for someone who understands your work rhythms and energy patterns. They should know when you’re at your best for important meetings, when you need quiet time to focus, and how to protect your schedule from unnecessary interruptions.
- Omniscience (Comprehensive Awareness): The best assistants keep track of everything happening in your world. They remember important details about your contacts, understand your business goals, and know how different projects connect. This helps them make better decisions and keep everything running smoothly.
- Translation (Communication): Your assistant should be able to speak effectively with everyone – from board members to maintenance staff. They need to represent you professionally, handle difficult conversations gracefully, and know how to say “no” while maintaining good relationships.
Challenges of Working with a Fractional Executive Assistant
While fractional executive assistants can be game-changers for your productivity, it’s important to understand the potential hurdles you might face.
Based on our experience and insights from “The 29-Hour Work Day,” these challenges aren’t roadblocks but opportunities to build a stronger working relationship.
Being aware of these challenges helps you address them early and create a more effective partnership with your fractional EA.
Remember, most of these challenges can be overcome with clear communication and the right expectations from the start.
Here are the key challenges to watch for:
- Trust Building: Letting someone into your business and personal life isn’t easy. You’ll need to share sensitive information, give access to emails, and hand over important tasks. Building this trust takes time, but it’s essential for a successful partnership.
- Setting Clear Boundaries: When someone works for multiple executives, you need to be clear about their availability and response times. You’ll need to define when they’re available to you and what counts as an urgent request.
- Remote Communication: Without face-to-face interaction, some things can get lost in translation. You’ll need to be more intentional about how you communicate instructions and feedback to ensure nothing falls through the cracks.
- Work Handoffs: Starting with a new assistant means teaching them your preferences, systems, and ways of working. This takes time and patience, especially in the first few weeks.
- Time Management: Your assistant works with other clients, too. Sometimes, you might need to adjust your expectations about task completion times or immediate availability for urgent requests.
- Personal Touch: Remote assistants can’t physically be there for some tasks. You’ll need to find creative ways to handle situations that traditionally require in-person presence.
- System Access: Getting your assistant set up with the right tools and technology can be tricky. You’ll need good systems for sharing passwords, documents, and other important information securely.
At ProAssisting, we’ve built our service specifically to break through most of these common challenges.
Our ProAssistants are thoroughly vetted, highly experienced, and ready to hit the ground running from day one.
Based in the U.S., they work during your business hours and typically respond within an hour or less. When unexpected situations pop up after hours or while traveling, they’re there to help.
Plus, we keep our assistant-to-executive ratio low (maximum 3:1) to ensure you get responsive support when you need it.
Want to see how we can help you overcome these challenges? Let’s chat about your needs!
Is a Fractional Executive Assistant Right for You?
A fractional executive assistant offers a flexible, cost-effective solution for executives needing high-level support without committing to a full-time role. From freeing up time for strategic projects to enhancing work-life balance, the benefits of fractional support are numerous. By working with a fractional assistant, executives can optimize their productivity, maintain focus on growth, and meet evolving business demands efficiently.
If you’re considering hiring a fractional EA but aren’t sure where to start, partnering with a placement agency like ProAssisting can simplify the search. ProAssisting specializes in connecting executives with vetted, skilled fractional assistants who are ready to make an immediate impact. By allowing ProAssisting to handle the vetting and placement process, you can save time and focus on building a productive, lasting partnership with your new assistant. Connect with ProAssisting today!
Frequently Asked Questions (FAQs)
Let’s address some common questions about working with fractional executive assistants.
How Much Does a Fractional Executive Assistant Cost?
A fractional executive assistant typically charges $40-$150 per hour, depending on the experience level and services provided.
Most executives we work with find they save 50-80% compared to a full-time hire while maintaining high-quality support.
Check out our elite executive assistant service package to find a plan that fits your needs.
Is a Fractional Executive Assistant Right for a Small Business?
Fractional executive assistants are often ideal for small businesses because they provide:
- Access to experienced support without full-time costs
- Flexibility to scale support as needed
- Professional expertise without training investment
- Immediate impact on productivity
How Do I Onboard a Fractional Executive Assistant Effectively?
You have to create a strong foundation from day one.
Start by scheduling a comprehensive kickoff meeting to align expectations, communication preferences, and immediate priorities.
This is your chance to share your working style, pet peeves, and any specific requirements that will help your assistant support you effectively.
During the first month, focus on establishing clear systems and processes. Gradually share essential documents, passwords, and access credentials as needed.
As trust builds, begin delegating responsibilities incrementally, starting with routine low-effort tasks (like email management) before moving on to more complex projects.
Onboarding is a two-way street. Your assistant likely has valuable insights from supporting other executives. Be open to their suggestions about workflows and tools that might enhance your productivity.
Conclusion
The rise of fractional executive support represents a significant shift in how modern leaders approach productivity and time management.
It’s no longer about choosing between full-time support or none at all – now you can access high-level assistance tailored to your needs.
At ProAssisting, we’ve revolutionized the executive support model by providing experienced, US-based remote executive assistants who truly understand the demands of high-level support.
Our unique approach ensures that 80% of your monthly retainer goes directly to your assistant, attracting and retaining top talent committed to your success.
Think it’s time to transform how you work? Take the first step toward reclaiming your time and explore how ProAssisting can match you with your ideal executive assistant today!
