Hire Virtual Executive Assistant VA — Calendar, Admin & Operations Support

Understanding the Role

What Is a Virtual
Executive Assistant?

A Virtual Executive Assistant is a highly experienced remote professional who works exclusively for you — managing your schedule, inbox, communications, travel, and day-to-day operations so you can focus entirely on high-value leadership activities. Unlike a general VA, your Executive Assistant understands the pace, confidentiality, and complexity of working directly with C-suite executives, founders, and senior leaders.

From managing complex multi-timezone calendars and preparing board-level meeting materials to handling sensitive correspondence, coordinating international travel, and acting as a gatekeeper for your time — your Virtual Executive Assistant becomes the operational force multiplier that every high-performing leader needs but rarely has access to at a reasonable cost.

Dedicated to You C-Suite Experienced Fully Managed Scalable No Setup Fees

Ideal Fit

Is Your Schedule Controlling
You Instead of You Controlling It?

If admin tasks, overflowing inboxes, and scheduling chaos are stealing hours from your leadership priorities — a dedicated Virtual Executive Assistant is the solution.

You're the Right Fit If You:

Are a CEO, founder, director, or senior executive overwhelmed by admin
Spend too much time on emails, scheduling, and coordination instead of strategy
Have a complex calendar with multiple time zones, priorities, and stakeholders
Need someone who can represent you professionally in communications
Require confidential, discreet support for sensitive business matters
Travel frequently and need seamless trip coordination
Want to reclaim 15–20 hours per week for strategic, high-value work

How Our Executive VA Helps:

Own your calendar completely — scheduling, rescheduling, and protecting your time
Manage your inbox to zero — filtering, prioritising, drafting, and responding
Coordinate travel end-to-end — flights, hotels, transfers, and itineraries
Prepare meeting agendas, briefings, and follow-up notes
Act as your gatekeeper — fielding requests and managing stakeholder access
Handle project coordination and cross-team communication on your behalf
Manage personal tasks and errands so your life runs smoothly too

Skills & Credentials

Qualifications & Experience
of Our Executive VAs

Every Executive VA is handpicked for their experience working with senior leaders, communication excellence, discretion, and ability to operate independently at a high level.

0+

Years Avg Experience

0+

Executive VAs

C-Suite

Level Support

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Tools Mastered

0%

Background Checked

Academic Background

Bachelor's or master's degree in Business Administration, Communications, or related fields. Many have prior corporate EA experience at Fortune 500 or FTSE 100 companies.

Executive Support Certified

Trained in executive-level calendar management, board meeting preparation, corporate travel coordination, and stakeholder communication protocols.

Senior-Level Experience

8+ years average experience supporting C-suite executives, founders, VPs, and board members across SaaS, finance, legal, real estate, and professional services sectors.

Exceptional Communication

All Executive VAs pass advanced English proficiency and professional writing assessments — capable of drafting board communications, executive emails, and stakeholder correspondence independently.

Confidentiality & Discretion

All VAs sign comprehensive NDAs covering personal and business information. Trained in handling sensitive executive communications, financial data, and HR matters with complete discretion.

Proactive & Self-Directed

Executive VAs don't wait to be told — they anticipate needs, flag conflicts before they arise, and take full ownership of their responsibilities with minimal oversight required.

Side-by-Side Breakdown

In-House Executive Assistant vs.
Virtual Executive Assistant

See why leaders at every level are switching to dedicated Virtual EAs — without sacrificing quality, confidentiality, or professionalism.

In-House Executive Assistant

Traditional employment model

$55,000–$90,000/yr salary

Benefits, bonuses & payroll taxes

Office space & equipment required

Months to recruit the right person

Cover needed for sick days & leave

Limited availability outside office hours

Severance and notice periods

Executive VA

Modern, flexible & cost-effective

Save 60–70% on EA staffing costs

No benefits, taxes or overhead

100% remote — zero office costs

Matched and ready in 48 hours

Backup coverage always available

Flexible hours including early/late

Cancel anytime with 30 days' notice

Get My Executive VA in 48 Hours

No commitment needed. Free consultation included.

Tools & Platforms Our Executive VAs Work In Every Day

Google Workspace Microsoft 365 / Outlook Calendly Zoom / Google Meet Slack / Microsoft Teams Notion Asana / Monday.com Trello Salesforce HubSpot Expensify Concur Dropbox / Google Drive DocuSign LastPass / 1Password Loom

Full Scope of Work

What Does Your Executive
VA Actually Handle?

Your Virtual Executive Assistant takes complete ownership of everything that distracts you from leading — from your inbox and calendar to travel, projects, and stakeholder management. Here's the full picture.

Average executive reclaims

15+ hrs / week

of admin, scheduling, and coordination time — reinvested into strategy, leadership, and growth.

Calendar & Schedule Management

Manage and maintain your full calendar

Schedule, reschedule, and confirm meetings

Coordinate across multiple time zones

Block deep-work and priority focus time

Send meeting invites and reminders

Resolve scheduling conflicts proactively

Inbox & Email Management

Monitor and triage your inbox daily

Filter, label, and prioritise emails

Draft and send responses on your behalf

Follow up on unanswered threads

Unsubscribe from unwanted lists

Maintain inbox zero discipline

Travel Coordination

Research and book flights and hotels

Arrange airport transfers and car hire

Build detailed travel itineraries

Manage visa applications and travel docs

Handle travel changes and rebooking

Track expenses and reconcile travel costs

Meeting Preparation & Follow-Up

Prepare meeting agendas and briefing docs

Research attendees before meetings

Take meeting notes and action items

Distribute minutes and follow-up tasks

Chase outstanding action items

Prepare board packs and executive reports

Stakeholder & Communications Management

Act as gatekeeper for your time and access

Handle communications with clients and partners

Manage relationships with key contacts

Coordinate with internal teams on your behalf

Draft executive announcements and memos

Liaise with board members and investors

Project & Operations Coordination

Track project milestones and deadlines

Coordinate cross-department deliverables

Manage tasks in Asana, Notion, or Monday

Prepare status updates and progress reports

Maintain SOPs and process documentation

Onboard new team members or vendors

Expense & Finance Admin

Collect and submit expense receipts

Reconcile corporate card statements

Process reimbursement requests

Manage subscriptions and recurring payments

Prepare monthly expense summaries

Liaise with accounts team for approvals

Research & Intelligence

Market and competitor research briefs

Prospect and client background research

Industry news and trend summaries

Vendor and supplier evaluation research

Conference and event research and booking

Ad hoc executive briefing documents

Personal & Lifestyle Support

Book personal appointments and reservations

Manage personal travel and family trips

Research gifts, events, and special occasions

Handle personal correspondence and thank-yous

Manage memberships, renewals, and subscriptions

General personal errands and research tasks

Our Expert Team

Meet Our Virtual
Executive Assistants

Senior-level, highly experienced, and meticulously vetted — each EA is ready to support you at the highest level from day one.

Shreyas

Senior Executive VA

9 years experience

Calendar Mgmt Google Workspace Notion Travel Coord

5.0 (48 reviews)

Vinod

C-Suite Support VA

7 years experience

Microsoft 365 Inbox Zero Asana Stakeholder Mgmt

5.0 (36 reviews)

Mehar

Operations & Projects VA

8 years experience

Monday.com Slack Project Coord Reporting

4.9 (52 reviews)

Shriya

Travel & Calendar VA

6 years experience

Travel Planning Calendly Concur Expensify

5.0 (29 reviews)

Lipi

Executive Admin VA

5 years experience

Inbox Mgmt DocuSign Trello Research

5.0 (21 reviews)

Akhil

Chief of Staff VA

12 years experience

Board Prep Salesforce Strategic Admin Ops Coord

5.0 (63 reviews)

Don't see the right match? We have 260+ executive VAs. Request a Custom Match →

Our Simple Process

From Request to
Live in 48 Hours

Our streamlined hiring process means you spend zero time on recruitment, vetting, or onboarding logistics — we handle it all.

Start the Process

1

Submit Your Requirements

Fill in our short intake form detailing your business, the tasks you need covered, software tools, and preferred working hours. Takes under 5 minutes.

2

We Match Your VA (24 hrs)

Our talent team reviews your profile and hand-selects 2–3 pre-vetted accountant VAs who match your requirements, industry, and timezone.

3

Interview & Choose (48 hrs)

You interview the matched candidates via video call, ask questions, and select the one you feel most confident with. Zero pressure, your decision.

4

Onboard & Go Live (48 hrs)

We handle contracts and onboarding. Your VA is briefed on your systems and processes, and begins contributing to your business within 48 hours.

5

Ongoing Support & Management

Your dedicated account manager checks in regularly, handles any issues, and ensures your VA's performance meets your expectations consistently.

Transparent Pricing

Plans Built Around
Your Schedule

Whether you need focused part-time support or a full-time EA who lives and breathes your calendar — we have the right plan for your leadership style.

Part-Time

80 Hours / Month

4 hours per day, 5 days a week
Dedicated executive VA assigned to you
Calendar, inbox, and travel management
Ideal for busy founders and directors
Daily briefings and activity updates
Free VA replacement if needed
Dedicated account manager included

Get Started

Need a Chief of Staff or EA Team?

Running a large organisation? We can provide a senior chief-of-staff level VA alongside supporting EAs for different functions — all managed as one seamless team.

Request a Custom Quote

Client Stories

What Executives Say About
Their Virtual EAs

Real feedback from founders, CEOs, and senior leaders who reclaimed their time and their focus.

JH

Verified Client Review

"I was spending 3–4 hours every day just on email and scheduling. My Executive VA through took over my inbox and calendar completely within the first week. Now I open my laptop to a clean inbox, a structured day, and a briefing doc for every meeting. I've genuinely reclaimed my mornings and my strategic thinking time. It's the best investment I've made in my own productivity."

Jonathan Hayes

CEO, Hayes Capital Partners

🇺🇸 Boston, Massachusetts, USA

"

My EA manages my calendar across four time zones, handles all my travel bookings, and sends me a daily briefing every morning by 7am. I feel like I have a proper chief of staff for the first time — and I'm paying a fraction of what that would cost in-house.

SR

Sophie Reynolds

Founder & MD, Reynolds Advisory

🇬🇧 London, UK

"

I was sceptical about a remote EA handling the sensitive nature of executive support. Within two weeks she knew my preferences better than my previous in-office EA of two years. Genuinely impressive level of initiative and discretion.

DM

Daniel Murphy

Managing Director, Apex Ventures

🇦🇺 Sydney, Australia

"

My VA handles all my board prep — agendas, pre-reads, minutes, and follow-up tracking. Our board meetings are noticeably more productive and I'm never scrambling before a meeting again. She's absolutely invaluable.

AC

Amanda Clarke

CEO, ClarkeHealth Group

🇨🇦 Toronto, Canada

"

I travel internationally every month and the travel coordination alone justifies the cost. Flights, hotels, transfers, visa paperwork, itineraries — all handled perfectly every single time. I just show up and everything is sorted.

MW

Marcus Webb

Director of Operations, Webb Global

🇺🇸 New York, USA

"

As a founder wearing 10 hats, my EA has become the glue that holds my days together. She manages my calendar, filters my inbox, keeps projects on track, and even handles my personal appointments. It's changed how I work completely.

PK

Priya Kapoor

Founder, Kapoor Digital Studio

🇬🇧 Manchester, UK

"

I was paying an in-house EA $75,000 a year. My virtual EA does more, is more reliable, responds faster, and costs me less than half. The quality of support is exceptional and I wish I'd made the switch years earlier.

RB

Robert Burke

CEO, Burke Financial Services

🇺🇸 Chicago, Illinois, USA

Why VAssist Pro

Why Businesses Choose
VAssist Pro

No fluff. Just the real reasons thousands of business owners trust us with their finances every single day.

No Upfront Fees — Ever

Zero setup costs. Zero recruitment fees. Zero hidden charges. You only pay when your VA starts delivering real work for your business.

Start for $0 upfront

Pay Flexible Hourly Rates

Only pay for hours actually worked. Choose part-time, full-time, or a custom plan. Scale hours up or down any month — no penalty, no lock-in.

Flexible hour plans

Save Up to 60–70%

A full-time local accountant costs $55K–$80K/year. Your dedicated VA delivers equivalent expertise at a fraction of the cost — with zero overhead.

Avg saving: $40,000/yr

Live in 48 Hours

Skip the weeks of interviews, onboarding delays, and paperwork. We match, vet, and deploy your accountant VA in as little as 48 hours from your first enquiry.

Fastest VA placement

Free Replacement Guarantee

Not 100% happy with your VA? We'll find and onboard a replacement within 24-48 hours at absolutely no extra cost. Your satisfaction is non-negotiable.

No questions asked

100% Secure & Confidential

Every VA signs a comprehensive NDA. We follow GDPR, CCPA & ISO data-handling standards. Your financial data stays completely protected at all times.

NDA + full compliance

Rigorously Pre-Vetted VAs

Every VA passes skills tests, background checks, English proficiency assessments, and technical accounting evaluations before joining our network. You get only the best.

Top 5% of applicants

Dedicated Account Manager

You're never alone. A dedicated account manager oversees your VA's performance, handles any issues, and checks in regularly so your experience stays seamless.

Real human support

💼

Ready to Get Started?

Join hundreds of business owners who freed themselves from financial admin — and saved thousands doing it.

Hire Your VA Today

Trusted By Businesses Worldwide

Companies That Rely on
VAssist Pro

From fast-growing startups to established firms — businesses across the USA, UK, and Australia trust us with their finances.

StyleCraft

eCommerce · USA

Reynolds Group

Consulting · Texas

Walsh Properties

Real Estate · Australia

Pacific Legal

Legal Services · SF

CareFirst Clinics

Healthcare · UK

NovaTech Labs

SaaS / Tech · Canada

Bright Minds

EdTech · Manchester

Garcia Build Co.

Construction · Arizona

Bloom Retail

Retail · London

Apex Ventures

Investment · New York

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Businesses Served

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Countries

0%

Client Retention Rate

0

Average Client Rating

Top-Rated VA Agency 2024

ISO-Compliant Security

QuickBooks ProAdvisor Partner

Xero Certified Network

450+ Active VAs

Got Questions?

Frequently
Asked Questions

Everything you need to know before hiring a Virtual Executive Assistant through . Still unsure? Our team is happy to walk you through it.

Ask Us Anything

What makes an Executive VA different from a regular Virtual Assistant?

An Executive VA is specifically experienced in supporting senior leaders — CEOs, founders, directors, and board members. They operate with a higher degree of independence, discretion, and proactivity than a general VA. They understand the stakes of executive-level communication, the complexity of multi-stakeholder calendars, and the need for absolute confidentiality. They anticipate your needs rather than waiting to be instructed, and they're comfortable handling sensitive business matters on your behalf.

Can my Executive VA manage my calendar and communications independently?

Yes — and that's exactly what they're designed to do. Your Executive VA will manage your calendar end-to-end, handle inbound scheduling requests, draft and send responses on your behalf, and act as your professional gatekeeper. You define the rules and boundaries during onboarding, and your VA executes independently from that point — flagging only what genuinely needs your attention.

How do I ensure my confidential information stays secure?

All Executive VAs sign comprehensive NDAs covering both business and personal information before starting. We follow GDPR, CCPA, and ISO-compliant data security practices. Your VA works in a secure, monitored environment. We recommend using password managers (LastPass, 1Password) with shared vault access rather than sharing credentials directly, and giving role-appropriate access levels to your tools rather than full admin access. We can guide you through the security setup before day one.

Will my Executive VA work in my time zone?

Yes. We match your EA to your preferred working hours — whether that's EST, PST, GMT, or AEST. For executives who start early or work late, we can also discuss extended availability. Your VA will be online and responsive during your core hours, send your morning briefing before your day starts, and be reachable throughout your workday for anything that comes up.

How quickly can my Executive VA get up to speed?

Most Executive VAs are productive from the end of their first week. The first few days involve an onboarding conversation where you share your preferences, communication style, key contacts, recurring commitments, and access to your tools. By day 3–5, your VA is managing your calendar and inbox independently. By the end of week two, most clients feel they've had their EA for months.

Can my Executive VA handle both professional and personal tasks?

Absolutely. Many of our clients use their Executive VA for both — managing business operations during the day and handling personal scheduling, travel, reservations, and household coordination as needed. The blend is entirely up to you. Many executives find that having one trusted person managing both their professional and personal admin significantly reduces context-switching and mental load.

What tools will my Executive VA use?

We match your VA to your existing tools. Our Executive VAs are proficient in Google Workspace, Microsoft 365/Outlook, Calendly, Zoom, Slack, Microsoft Teams, Notion, Asana, Monday.com, Trello, Salesforce, HubSpot, Expensify, Concur, DocuSign, Dropbox, Google Drive, and more. If you use a specific tool not listed here, simply tell us during onboarding and we'll confirm your VA's proficiency before placement.

What if my Executive VA doesn't meet expectations?

We offer a free replacement guarantee. If at any point your Executive VA isn't meeting the standard you expect, contact your account manager and we'll find and onboard a replacement within 24–48 hours at no additional cost. We stand behind every placement we make — your confidence in your EA is non-negotiable for us.

Is there a minimum contract or commitment?

No long-term contracts. We work month-to-month and you can pause, adjust, or cancel with 30 days' notice. We find that executives who experience the productivity uplift of a dedicated VA rarely want to stop — but we never lock you in. You should stay because the service is exceptional, not because you're contractually obligated.

How much does a Virtual Executive Assistant cost compared to hiring in-house?

A full-time in-house Executive Assistant in the USA or UK typically costs $55,000–$90,000 per year in salary — plus benefits, bonuses, payroll taxes, and office costs. Our full-time Executive VAs deliver equivalent or superior support at 60–70% less, with no recruitment time, no overhead, and no turnover risk. For the cost of a junior in-house hire, you can often have a senior-level VA with a decade of experience. Contact us for a personalised quote.

Hire Your VA Today

Ready to Hire Your Perfect VA?

Fill in the form and our team will contact you within 24 hours with matched VA profiles.

Let's Get You Started

Our team typically responds within a few business hours.

Phone / WhatsApp

+1 (800) 555-1234

Email Us

hire@vassistpro.com

Business Hours

Mon–Fri: 8am–8pm EST / GMT

Serving

USA, UK, Australia, Canada & more

What happens next:

✓ We review your requirements
✓ Match you with 2–3 VAs
✓ Schedule your interviews
✓ Your VA starts within 48 hrs

Hire a DedicatedVirtual Executive Assistant

What Is a VirtualExecutive Assistant?

Is Your Schedule ControllingYou Instead of You Controlling It?

Qualifications & Experienceof Our Executive VAs