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Everything You Need to Know About Hiring a Virtual Executive Assistant

What is an Administrative Executive Assistant?

An administrative executive assistant handles the day-to-day tasks that keep your business running smoothly. Unlike regular assistants, executive assistants work directly with company leaders, handling sensitive information and making decisions when needed. They become your right hand, managing your schedule, communications, and office operations so you can focus on growing your business.

When you hire a remote executive assistant, you get all these benefits without the overhead costs of an in-office employee. Our virtual executive assistants work from their own spaces but are fully dedicated to your business needs during their working hours.

Why Business Leaders Need Executive Assistant Support

Running a business takes enormous time and energy. Most CEOs and directors spend over 20 hours weekly on tasks that don't require their expertise:

  • Sorting through hundreds of emails
  • Scheduling and rescheduling meetings
  • Organizing travel arrangements
  • Creating presentations and reports
  • Handling customer service issues

By hiring an executive virtual assistant, you immediately free up these hours for strategic work that actually grows your business. Our clients report gaining back 15-20 hours every week—that's nearly 1,000 hours per year!

Key Differences: Virtual vs. In-House Executive Assistants

Virtual Executive Assistant Traditional In-House Assistant
No office space required Needs physical workspace
No equipment costs Computer, phone, supplies needed
No overheads Full employment costs
Flexible hours Fixed work schedule
Pre-vetted skills Training period required
Can scale hours up/down Fixed full-time position
Global talent pool Local candidates only

Our virtual executive assistants offer the same high-quality support without the added costs of employment. You save approximately 40% compared to hiring an in-house assistant while getting fully trained professionals from day one.

100 Essential Tasks Your Executive Assistant Handles


Administrative Tasks for Executives by Role


CEO Tasks Director Tasks CFO Tasks COO Tasks Startup Founder Tasks
Manage complex calendar & scheduling Departmental report compilation Financial document organization Operations calendar management Investor pitch deck preparation
Screen and prioritize emails Team meeting coordination Expense report processing Vendor contract management Customer feedback collection
Board meeting preparation Project timeline tracking Budget spreadsheet maintenance Staff scheduling oversight Social media management
Industry research compilation Client proposal preparation Invoice tracking and follow-up Quality assurance report review Competitor analysis research
Executive bio/profile updates Department budget monitoring Financial meeting preparation Process documentation creation Networking event coordination
Speech and presentation writing Team performance tracking Tax document organization Supply chain coordination Community outreach emails
Stakeholder communication Training session coordination Financial data compilation Facility maintenance tracking Product feedback organization
Travel itinerary planning Departmental KPI tracking Audit preparation assistance Remote team coordination Startup event registration
Conference Registration Marketing material review Financial report distribution Standard operating procedure updates Tester communication
Crisis communication drafting Client relationship management Banking correspondence Team productivity monitoring Hiring process coordination
Strategic partnership tracking Industry certification tracking Shareholder communication Employee onboarding coordination Software subscription management
Board member relationship management Cross-team project coordination Cash flow report formatting Compliance documentation review User guide creation
Leadership event coordination Sales pipeline reporting Accounts payable oversight Company wiki maintenance Grant application research
Internal newsletter creation Employee review scheduling Investment portfolio tracking Equipment inventory management Legal document organization
Media appearance scheduling Content approval workflows Budget meeting preparation Safety compliance tracking Partnership outreach emails
Executive book research Interdepartmental reporting Financial benchmark research Location expansion research Customer interview scheduling
Personal brand management Team building event planning Audit documentation gathering Project bottleneck identification Email drip campaign management
Legacy documentation creation Customer feedback analysis Financial presentation creation Remote office coordination Trademark/domain tracking
Philanthropy initiative tracking New hire onboarding Quarterly report distribution Team conflict resolution notes Prototype feedback compilation
Speaking engagement scheduling Training material curation Business expense reconciliation Emergency response protocol updates Business license tracking

How Much Does a Virtual Executive Assistant Cost?

Virtual executive assistants typically cost 40-60% less than in-house staff. At Wishup, our plans start at $9.99/hour.

How to Get the Most From Your Executive Assistant

Working with a remote executive assistant requires clear communication and proper delegation. Follow these best practices for success:

Set Clear Expectations

Share your communication preferences, working hours, and priorities from day one. Be specific about deadlines and quality standards so your assistant knows exactly what success looks like.

Use the Right Tools

Simple tools make remote work seamless. We recommend:

  • Shared calendar systems (Google Calendar, Outlook)
  • Task management platforms (Asana, Trello)
  • Communication channels (Slack, Teams)
  • Document sharing (Google Drive, Dropbox)
  • Password managers (LastPass, 1Password)

Build Trust Through Process

Start with smaller tasks and gradually increase responsibility. Create feedback loops and regular check-ins to ensure everything runs smoothly. The most successful executive-assistant relationships are built on clear processes and mutual respect.

Finding the Right Executive Assistant for Your Needs

Not all executive assistants have the same skills and experience. When hiring a virtual executive assistant, consider:

Industry Experience

An assistant who understands your field will require less training and can provide more valuable support. At Wishup, we match you with assistants who have relevant experience in your industry.

Skill Alignment

Make a list of your most important tasks and ensure your assistant has experience with them. Common skills include:

  • Advanced calendar management
  • Travel coordination
  • Expense reporting
  • CRM management
  • Basic graphic design
  • Social media management

Communication Style

Some executives prefer frequent updates while others want independence. Our matching process ensures you get an assistant whose working style complements your own.

Why Wishup Stands Out for Executive Assistant Services

When comparing virtual executive assistant services, consider what makes Wishup different:

  • College-educated professionals: All our executive assistants have bachelor's degrees or higher.
  • Rigorous selection process: Only 0.1% of applicants become Wishup assistants.
  • US-based support team: Get help whenever you need it from our US-based customer success managers.
  • Specialized training: Industry-specific knowledge tailored to your business needs.
  • Quick replacements: Easily replace your EA with another EA without any hassles or delays. No questions asked.

What Our Executive Administrative Assistant Do For You

Handle Your Daily Tasks

Your assistant takes care of emails, calls, and paperwork so you can focus on the tasks that need your attention.

Manage Your Calendar

Never double-book or miss meetings again with someone who keeps your schedule in perfect order.

Organize Your Information

Find what you need when you need it with proper filing and organization of your important documents.

Take Care of Communications

Professional emails and calls that sound like you wrote them yourself.

Book Your Travel & Meetings

From flight bookings to budget itineraries, our EAs manage all minute things of travel planning.

Follow Up with Clients

Hire administrative assistant to follow-up with your clients, vendors and team for payments, tasks and more.

Handle Customer Queries

The administrative executive assistants manage customer queries regarding your company, products and services.

Prepare Your Documents

Hire an admin EA to create presentations, documents and meeting notes for you.

Manage Finances

Our Executive Assistants handle tasks such as invoice processing, expense tracking, budgeting assistance & more.

The Numbers Back Our Conviction

200+

Admin Executives to choose from

15+

Hours Saved Every Week

50+

No-Code Tools

Why Executives Choose Wishup Assistants?

Instant Onboarding

Onboard a virtual assistant for admin support within 60 minutes with Wishup.

Flexible Hiring

Use your assistant for part-time or full-time - you decide based on what you need.

Skilled People, Not Beginners

We only hire assistants with minimum 3+ years of experience for executive support.

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From tech titans to coffee startups

Executive Support That Understands Your Industry

Real Estate
Healthcare
eCommerce
Small Businesses
Startups
Probably You!

Get the Most Out of Your Executive Assistant

Start With Clear Communication

Begin with detailed task instructions and feedback in the first two weeks. Executives who share preferences, priorities, and access to necessary tools see 85% faster productivity from their assistants. Weekly check-ins keep everyone aligned.

Delegate Gradually But Confidently

Start with routine tasks like email management and scheduling, then expand to more complex projects. Successful executives transfer whole processes, not just individual tasks, giving assistants ownership of outcomes.

Build Trust Through Systems

Create shared documentation of procedures, passwords, and preferences. Executives who implement structured reporting systems and clear success metrics report 92% higher satisfaction with their administrative support.

What other executives say about us

Insights from 900+ Happy Clients

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★★★★★

I appreciate the value a Wishup VA can bring to a business. The VAs of Wishup are very understanding and well trained in multiple skillsets, making them indispensable.

Niels Van De Bergh

Growth Consultant - Growth-Mechanics

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★★★★★

I couldn't be more thrilled with my Wishup VA. It took me a few weeks to get the time to organize the work to assign initially, but it's been the best business decision for me this year.

Andrew McDermott

Founder - Convia Media

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★★★★★

Working with Wishup has given our small and rapidly growing business the ability to move faster while simultaneously freeing up many hours a week. As a result, we can now focus on our strategy. The Wishup team will be a significant contributing factor to our future success.

Jason Gorman

Founder and Managing Partner - Jackrabbit LX

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★★★★★

Professional, trustworthy, and competent is how I would describe Virtual Assistants at Wishup. In just a few months, they’ve really impressed me with their services and made my life much easier. I have been able to delegate lots of administrative work and have a good amount of time to work on other serious concerns. I will highly recommend the services provided by Wishup.

Pranay Gupta

Co-Founder - 91Springboards

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★★★★★

We are very pleased with the work that Wishup Virtual Assistants have delivered for us. We use Wishup to augment many aspects of our business, from research, social media to marketing. Their staff is highly educated, very responsive, and experienced. We have been using them for over 6 months and have been telling others about our experience whenever we get the chance. The value they provide is truly immense.

Marvin Gouw

Co-Founder - Cubit

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★★★★★

I never considered hiring a virtual assistant for my business but Wishup was different, my virtual assistant exceeded expectations! It is more affordable than I thought and the help she provides on a daily basis is incredible! I get more work done with my VA helping me with important tasks like email management, calendaring, bookkeeping and much more. Highly recommended for any tech founder trying to balance time and productivity.

Lance Rodela

Founder & CEO - Shift Health Inc. (Y Combinator S19)

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★★★★★

We are extremely happy with Wishup VAs that work for SendX! If a job can be outsourced to a VA we first do that, instead of hiring a full time employee. This gives a unique execution advantage as hiring a VA takes in a few days rather than spending a few months hiring. Using Wishup for VAs has been a really great business decision for SendX and would strongly recommend them.

Mayank Agarwal

Co-Founder - SendX Inc.

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★★★★★

I have been using the services of Wishup for close to half a year now and I truly feel this is one of the best investments I have made.

Farhad Ahmed

Founder - Confetti Holdings

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Know the 'Whys' and 'Hows' of admin executive assistance

Frequently Asked Questions

Our admin executive assistants have hands-on experience in handling various tasks such as email and calendar management, document preparation travel planning and a lot more.

You can onboard an admin executive assistant in just 30 minutes with Wishup. Our streamlined hiring process is designed to match you with qualified assistants swiftly and efficiently.

Our admin executive assistant are triple-vetted for their technical skills and industry knowledge. Moreover, they have experience in over 15 different project management tools.

Yes! We offer flexible hiring models so you can hire part-time or full-time experts for your business projects.

We offer an easy replacement policy. If you're not satisfied, we'll provide a new admin executive assistant without asking for an explanation.