Summary
Virtual executive assistants provide remote high-level administrative support. They offer flexibility and cost savings while handling calendar management, communication, travel, and projects for busy executives.
Virtual executive assistants are becoming quite popular over in-house executive assistants. Why? According to a Stanford study, virtual executive assistants are 13% more productive than in-house ones. That’s why most executives and entrepreneurs prefer virtual executive assistants for their businesses.
But how do they help a company excel remotely? Below, we are going to break down everything you need to know about a virtual executive assistant. From what is a virtual executive assistant, what they do, the benefits they provide to hiring one for your business, we will share everything. Let’s get started.
What is a Virtual Executive Assistant?
Simply put, a virtual executive assistant is high-level virtual support for an executive. They help executives or people in leadership positions with strategic backing remotely.
The core responsibility of a virtual executive assistant is the same as that of an in-house executive assistant. However, the key difference between them is their existence and the mode of communication.
Most virtual executive assistants have extensive knowledge and experience in digital communication. Using digital tools, they can provide advanced, high-level strategic support from anywhere in the world.
What Does a Virtual Executive Assistant Do?
Before exploring the virtual side of the role, it’s helpful to first understand what an executive assistant does. This foundational knowledge provides better context for how the position evolves when performed remotely.
So, what does a virtual executive assistant do to provide effective support to executives or business leaders? Let’s now take an in-depth look at the core responsibilities of a virtual executive assistant, with a strong focus on how the “virtual” aspect shapes the role.
1. Calendar and Meeting Management
Virtual executive assistants have to manage complex schedules using digital calendars expertly. They are responsible for –
- Scheduling appointments
- Coordinating meetings across different time zones
- Sending reminders
- Ensure executives are prepared with the necessary materials
They can also set up and manage virtual meetings for the executives.
2. Email Filtering and Response Drafting
With remote access to email accounts, they –
- Sort through incoming messages
- Flag priorities
- Draft responses for review
This helps executives focus on messages that truly require their attention.
3. Travel Booking and Itinerary Management
They are also responsible for handling all aspects of executives’ business travel remotely. They –
- research and book flights
- Manage accommodations
- Organize ground transportation
- Create detailed itineraries with confirmation numbers, addresses, and contact information
In short, they simplify and manage the business trips for an executive from start to finish.
4. Project Coordination and Reporting
Virtual executive assistants can also help track project milestones and coordinate. Different project management software allows them to do things remotely. They also use these tools to prepare a progress report. The goal is to ensure the executives are meeting their deadlines.
5. Research and Prepare Briefs
Another key responsibility of virtual executive assistants is conducting online research on competitors, markets, or potential clients. They synthesize findings into concise briefing documents for executives. Executives then review them before important meetings or decisions.
6. Liaison with Internal Teams or Clients
Virtual executive assistants serve as a communication bridge between the executive and other stakeholders. They relay information, follow up on requests, and maintain professional relationships. They do it on the executive’s behalf through email, messaging platforms, and video calls.
7. Document Preparation
Virtual executive assistants create and format professional presentations, reports, and other documents for their boss. They ensure consistency in branding and messaging while making revisions as needed. To do that, they use different cloud-based document sharing like Google Drive, Dropbox, etc.
Common Tools Used by a Virtual Executive Assistant
The different kinds of tools a virtual executive assistant uses are their secret to success in the role. Most common tools include –
- Google Workspace – Gmail, Calendar, Drive, Docs, Sheets, Slides
- Microsoft Office Suite – Outlook, Word, Excel, PowerPoint
- Communication Tools – Microsoft Teams
- Meeting Scheduling Tools – Calendly
- Password Management Tool – LastPass
- Zoom, Google Meet, or other video conferencing platforms
- Asana, Trello, or other project management tools
- CRM software – Salesforce, HubSpot, etc.
- Search Engines – Google, Yahoo, Bing
- AI assistants tools – ChatGpt, Gemini, Deepseek, Microsoft Copilot
If you want to know more about virtual assistant tools, then check out our 80+ Virtual Assistant Software Tools in 2025.
Why Hire a Virtual Executive Assistant?
Straight up, there are plenty of benefits you get upon hiring a virtual executive assistant. Here’s why you should also consider hiring a virtual executive assistant for your business:
- Time Saving: One of the most significant benefits for executives is the time-saving aspect. You can delegate many different tasks to a virtual executive assistant to free up time for executives.
- Cost-effective Solution: Cost-effectiveness is another major benefit of a virtual executive assistant over an in-house one. You can save up on office space, equipment, and many other overhead expenses. It also gives you the flexibility to pay only for the hours a virtual executive assistant works.
- Flexibility in Time Zones: With virtual executive assistants, you are never bound by any time restrictions. They can be available 24/7. For instance, if you need an executive assistant to work at midnight, you can simply hire a virtual one from a different time zone. This way, you always have constant support.
- Increased Productivity and Reduce Workloads: With a virtual executive assistant, executives can boost productivity and reduce their workload by offloading routine tasks. From handling admin duties to preparing research-backed strategies, the assistant ensures everything is ready. So the executive can focus on making informed decisions.
If you want to know more about, why hire a virtual executive assistant, you can read this article.
How to Hire a Virtual Executive Assistant?
When it comes to hiring a virtual executive assistant, there’s a very easy 5-step formula you can follow. This includes
- Defining your needs, like tasks, hours, and tools
- Choosing a hiring source from the agency, freelance platforms, or referrals
- Reviewing resumes/portfolios and conducting interviews
- A trial period or task-based assessment
- Onboarding and setting expectations
Need a more detailed idea of the hiring process? Check out how to hire a virtual assistant for a complete breakdown.
Virtual Executive Assistant Salary
Location is the most crucial factor dictating the salary of a virtual executive assistant. So, if you want to learn about the salaries, you should definitely follow the virtual executive assistant salaries by region. Here’s a table to help you out:
| Location | Salary (monthly) |
|---|---|
| Bangladesh | $120 - $220 |
| India | $180 - $1000 |
| US | $5400 - $8600 |
| Philippines | $420 - $1040 |
| Eastern Europe | $1700 - $2000 |
| UK | $1800 - $3900 |
The range here simply varies based on the experience of the executive assistant. A more experienced virtual executive assistant will ask for a higher salary.
Virtual Executive Assistant Job Description
Having an effective job description in your hunt for the perfect virtual executive assistant is crucial. It will help you find the right person for the job with all the necessary attributes you need in them. It’s very crucial since the assistant will be working remotely.
Sample Job Description Template
Here’s a simple yet effective job description template you can use when looking for a virtual executive assistant. This is a template, so make sure to do the necessary changes according to your needs.
Job Title: Virtual Executive Assistant to [CEO/CTO/CFO/etc.]
Key Responsibilities:
- Manage a complex calendar and coordinate high-level meetings
- Handle confidential communications and correspondence
- Organize domestic and international travel arrangements
- Prepare and edit presentations, reports, and documents
- Conduct research and compile information for decision-making
- Serve as the primary point of contact for internal and external stakeholders
- Assist with personal tasks as appropriate (e.g., gift purchasing, family calendar)
Required Skills and Tools:
- Exceptional written and verbal communication
- Advanced proficiency in Microsoft Office or Google Workspace
- Experience with video conferencing and project management tools
- Strong organizational and prioritization abilities
Proactive mindset with strong problem-solving skills
Ability to maintain discretion and handle confidential information
- 3+ years of executive assistant experience (virtual experience preferred)
Ideal Candidate Profile
A detail-oriented professional with experience supporting senior executives. Self-motivated with excellent time management skills and the ability to work independently in a remote environment. Adaptable to changing priorities and comfortable with technology.
Working Hours and Communication Expectations
- Core availability: [Specify time zone and hours]
- Response time: [Specify expectations]
- Weekly check-in meetings: [Frequency and format]
- Primary communication channels: [Specify tools]
Tips on How to Customize it Based on Your Industry or Preferences
Here are some tips from our end to help you customize the template further:
- Make sure to change the key responsibilities and required skills based on your specific industry
- Clarify whether you have any special preference for language to deal with your international clients or not
- Add any exclusive needs or requirements you may have for the individual
- Specify the tools and format of communication if you have any
Partner with a Professional Virtual Assistant Company
You can ease out your hiring process with a professional virtual assistant company like Green Feather Technologies by your side. Partnering up with a company helps you avoid all the hassle of finding the right talent for the job. As long as you can get a reliable company, you are all set.
- Benefits of Working with a VA Agency: Hiring through a VA agency gives you access to pre-vetted talent and flexible support. No need to deal with recruitment, HR policies, or legal termination hassles. If the assistant isn’t the right fit, you can easily request a replacement.
- Agencies Handle Training, Replacement, and Quality Control: A virtual assistant company usually provides ongoing training to its assistants. They also monitor performance through regular checks for quality control. And if the assistant isn’t working out, then they will find a replacement for you as well.
- The Trust Factors: Professional virtual assistant companies always prioritize the trust factor. You can easily decide whether they are trustworthy or not through reviews and their previous track record. They ensure all the virtual assistants comply with NDA’s, use secure communication protocols, and undergo background checks.
Conclusion
At the end of the day, whether you hire a virtual executive assistant or not is up to your needs. With a virtual executive assistant, you save a lot of time focusing on the big picture and save money compared to an in-house assistant.
So, take a moment and assess your workload. Find areas where you or your executives can use some help virtually. Then, follow our guide to hire the perfect virtual executive assistant for your needs.
FAQs
1. What is the difference between an executive assistant and a virtual assistant?
Executive assistants help people in leadership positions with strategic support, decision-making, and problem-solving. Virtual assistants are mostly concerned with routine tasks.
2. Are virtual executive assistants available for part-time or project-based work?
Most virtual executive assistants offer flexible engagement options. You can hire them for as few as 5-10 hours per week for ongoing support or contract them for specific projects like event planning or report preparation.
3. Can a virtual executive assistant support multiple executives simultaneously?
Yes, a virtual executive assistant can support multiple executives simultaneously if they are capable of handling the workload. However, most virtual executive assistants don’t take on too much work, so finding one might be a bit difficult.
