Imagine this: you’re a business owner getting ready for a big product launch. You have a to-do list that could fill a novel, and time is running out. Suddenly, your executive assistant quits. Instead of helping you prepare for the launch, you’re stuck scrambling to find a replacement. What if, instead of finding a new hire to get you through this stressful time, you could outsource the job to a qualified professional ready to help immediately? Executive assistant outsourcing allows you to do just that. And executive assistant recruitment agencies can help. In this blog, we’ll delve into the ins and outs of executive assistant outsourcing and how it works, including its synergy with virtual marketing assistants growth engine services. You’ll gain insights into the benefits and challenges of this process and how to get started if you decide it’s right for your business.
Table of Contents
What is Executive Assistant Outsourcing?
Executive assistant outsourcing involves delegating your routine and specialized administrative tasks to an external agency or service provider. Instead of hiring an in-house executive assistant, you rely on an outside organization to supply and manage professionals who can handle these responsibilities. These outsourced executive assistants (EAs) can perform various tasks beyond traditional administrative duties. Yes, they’re excellent at scheduling meetings, managing your inbox, and booking travel arrangements. But the real magic lies in their ability to:
Adapt to your working style
Anticipate your needs
Help you operate at your best
The Role of an Executive Assistant
An executive assistant isn’t just someone who keeps your calendar organized. They’re your trusted partner in productivity, a go-to person who takes the load off your shoulders by handling time-consuming tasks. Over time, a skilled EA learns how you think, plan, and prioritize. This insight allows them to step in on your behalf, make informed decisions, and manage tasks as though they were an extension of you.
The Value of Outsourced EAs
Ultimately, outsourcing isn’t just about getting tasks done; it’s about enhancing productivity and reducing stress. Whether they’re managing your schedule, coordinating events, or stepping into your shoes when necessary, outsourced executive assistants help you stay:
Efficient
Focused
It’s a modern solution for today’s fast-paced business environment, allowing you to work smarter without the overhead of a traditional hire.
3 Great Benefits Of Outsourcing Executive Assistant Duties
1. Boost Executive Performance and Well-Being
All the productivity tools and technology that were supposed to make executives self-sufficient have only made human admins harder to find (more on that later). The pool of professional admins in the U.S. has shrunk by 65 percent since 2004. Email, voicemail, chat, calendar, travel planning, and expense account apps take time. How much time? Sixteen hours per week, according to research by Service Now. Companies paying their executives to do their admin work realize that there are better business decisions than this one. Prialto’s 2024 Productivity Report found that 43 percent of executives list "administrative tasks" as the biggest drag on their productivity, and 52 percent listed "stress and overwhelm" as their primary blocker. Leadership IQ found that 67% of executives have also been less productive because of burnout, and 65% admit that they have made mistakes because of burnout. Just 35% said they are mentally thriving.
Outsourced executive assistants are a cost-effective way to take admin work off execs’ plates. Managed services make it easy for companies to deliver this support. HR departments do not have to:
Recruit
Hire
Train
Pay
Supervise assistants
The service provider takes care of all of that. Your executives sit back and enjoy the support of a trained professional and get those 16 hours a week back to spend on strategic work.
2. Reduce Costs and Overhead
According to Glassdoor, the average salary for an executive assistant in the U.S. is $72,000 annually or about $38 per hour. That is just the salary. A fully loaded full-time employee’s benefits typically add another 25 percent to the company's cost. As SIA noted, remote executive assistants are usually hired fractional from markets where labor is less expensive. The cost associated with recruiting, hiring, training, and managing employees also includes overhead for HR and executives, assuming each executive oversees their assistants. A managed service requires no HR or management overhead. The provider handles:
Salary
Benefits
Performance management
For offshore VAs, a managed remote assistant service costs about $25 per hour. That price includes all training, HR, benefits, backup support, and performance management. Then there is the cost of office space. It costs about $11,000 per year per employee to provide office space, and the service provider bears that cost. In the managed service model, the VAs are not independent contractors working from home. They work in secure facilities with company-owned computers and networks.
3. Gain Expert Support and Management
The fifth reason businesses are turning to managed outsourced executive assistant services is to take advantage of administrative expertise they do not have internally on the service and management sides. With a managed service, businesses get trained executive assistants, already onboarded onto their systems and tools, who show up ready to work on day one. They work in cohorts, so when they need to learn a new app or technology, they can quickly find someone on their team with that experience and learn from them, not from you.
The Need for Specialized Management and Training
It is not just about the executive assistants' individual and collective expertise; built-in performance management and service optimization are equally valuable. Executive assistants do not traditionally have a career path, and most companies need personnel trained to manage and support teams of administrative assistants.
Managed Executive Assistant Service
With a managed, outsourced executive assistant service, you get experienced managers who understand how to build processes and workflows to make the service as efficient as possible. The managers also coach assistants and provide quality control of their work.
The management layer improves service performance and assistant retention. In a managed service, assistants have career growth opportunities. They can become:
Mentors
Managers
Trainers
They can also move into operational roles like recruiting, HR, and IT. VAs stay longer at firms that provide growth opportunities, especially in regions with scarce opportunities.
Boost Your Agency's Efficiency with Our Virtual Marketing Team
Founders Arm helps startups and agencies supercharge their growth with highly trained virtual marketing assistants. We specialize in finding top-tier offshore talent beyond basic admin. Our assistants are skilled in:
Social media management
GTM strategy execution
Comprehensive marketing support
Our unique offering includes:
AssistantOS (detailed blueprints for delegation and automation)
24/7 customer support capabilities
A rigorous selection process where we handpick the perfect assistants from over 1,000 candidates.
Each assistant is screened for:
Excellent English
Relevant experience
A proven track record with offshore companies
We offer affordable rates without placement fees, perfect for funded startups (pre-seed, seed) and consumer apps looking to scale from 1 to 100.
Our assistants help you reclaim your time and amplify your growth strategy by supporting tasks such as:
Customer support
Email management
Social media
Admin tasks
Drop your email and company to get a free custom plan on delegating tasks within your business and scale intelligently.
Related Reading
• Executive Assistant vs Personal Assistant
• Executive Assistant vs Administrative Assistant
• Skills for Administrative Assistant
• Executive Assistant Duties
What Executive Assistant Duties Can You Outsource?
Calendar management is one of the essential functions of an executive assistant. They track appointments, meetings, and deadlines to help your time stay organized. An outsourced executive assistant can take over calendar management tasks to optimize your schedule and ensure that your time aligns with your priorities. They can handle all aspects of calendar management, including:
Scheduling and rescheduling appointments
Sending reminders
Even coordinating with other people to find suitable meeting times
Outsourcing Communication Management Tasks
An executive assistant can help manage your inbox to reduce your workload and help you stay focused on high-level tasks. Outsourced assistants can:
Screen emails
Respond to routine inquiries.
Forward urgent matters
This lets you stay focused on strategic tasks without getting bogged down in your inbox. They can also manage phone calls and messages, maintaining professionalism and efficiency.
Outsourcing Meeting Coordination Tasks
Meetings are often a necessary part of doing business, but they can take valuable time away from your work. Outsourced executive assistants can organize meetings from:
Sending invitations to booking venues
Preparing agendas
Distributing materials
Some may also take meeting minutes and follow up on action items to ensure progress.
Outsourcing Travel Arrangements
An outsourced assistant can book flights, accommodations, and ground transportation if you travel often for work. They can also create detailed itineraries, saving you the hassle of managing logistics.
Outsourcing Document Preparation Tasks
An executive assistant can help with various document preparation tasks, from drafting emails to preparing:
Reports
Presentations
Contracts
Outsourced assistants can ensure all materials are polished, professional, and tailored to your style.
Outsourcing Confidentiality Management Tasks
Experienced executive assistants are skilled at handling sensitive information with discretion. This makes them invaluable for tasks involving confidential documents or communications.
Outsourcing Research and Data Analysis
An outsourced assistant can conduct market research, compile data, and create summaries or reports to help you make informed decisions quickly and efficiently.
Outsourcing Project Management Tasks
An executive assistant can help you stay on top of projects by coordinating tasks, tracking deadlines, and providing updates, ensuring smooth progress without you needing to micromanage.
Outsourcing Stakeholder Interaction
An executive assistant can act as a liaison with internal teams, clients, or partners, managing communication and fostering positive relationships on your behalf.
Outsourcing Administrative Support
An executive assistant can handle various administrative tasks like:
Tracking expenses
Managing budgets
Organizing files or systems
Keeping your operations streamlined and stress-free
Outsourcing Event Coordination
If you need to host a corporate event or conference, an executive assistant can manage the following:
Planning
Logistics
Execution
Ensuring every detail is handled seamlessly
Top 7 Executive Assistant Outsourcing Solutions
1. Founders Arm: Fueling Startup Growth with Executive Assistants
Founders Arm helps startups and agencies supercharge their growth with highly trained virtual marketing assistants. We specialize in finding top-tier offshore talent beyond basic admin. Our assistants are skilled in:
Social media management
GTM strategy execution
Comprehensive marketing support
What Sets Us Apart
Our unique services include:
AssistantOS: Detailed blueprints for effective delegation and automation
24/7 Customer Support: Around-the-clock support capabilities to meet your needs
Rigorous Selection Process: Handpicked assistants chosen from over 1,000 candidates
Stringent Screening Criteria
Each assistant is evaluated on:
Strong English proficiency
Relevant industry experience
A successful track record with offshore companies
Affordable, Fee-Free Rates
We offer competitive rates with no placement fees, making us ideal for funded startups (pre-seed, seed) and consumer apps aiming to scale rapidly.
Support for Essential Tasks
Our assistants help you save time and enhance your growth strategy by managing tasks like:
Customer support
Email management
Social media
Administrative tasks
Please provide your email and company to get a free custom plan for delegating tasks within your business and scaling intelligently.
2. Near: The Executive Assistant Outsourcing Solution That Gets it Right
Near offers a comprehensive solution for sourcing, hiring, onboarding, paying, and retaining top talent. It effectively transforms remote teams while delivering significant cost savings of up to 70%. Boasting a remarkable 97% placement rate across all positions, Near specializes in optimizing the talent acquisition process, ensuring a tailored fit for each role in a concise span of under 21 days.
As a full-service partner, Near offers white-glove service from the first search to a lasting relationship. Their dedicated account managers customize the experience, matching your needs and preferences. With access to a pool of 20k+ pre-vetted, English-speaking professionals and advanced market expertise, you tap into top-tier talent that aligns with your culture and time zone.
Benefits Efficient Staffing: Near excels in sourcing and onboarding skilled English-speaking talent within 21 days, ensuring cultural and time zone alignment.
Direct Hire Expertise: With a capable recruitment team, Near manages end-to-end recruitment, from sourcing to onboarding.
Streamlined Payroll: Near ensures precise payroll management for remote hires, covering tax compliance and timely salary disbursement.
Global Compliance Support: Near simplifies international hiring complexities by adhering to U.S. and foreign legal requirements.
Pricing Plans
Near's pricing model entails a monthly fee per hire that varies based on the role in question. Notably, payments are only required upon successfully securing an ideal candidate. Near caters to diverse business stakeholders, including:
CEOs
Founders
HR
Talent Acquisition Leaders
Executives overseeing expanding enterprises
Its service appeals to startups seeking rapid growth trajectories and mid-market entities striving for streamlined recruitment.
3. Oceans: Executive Assistant Outsourcing for Growth Firms
The cornerstone of Oceans' expertise lies in their Executive Assistant+ service. This unique offering is a crucial ally for businesses on their growth journey. An Oceans Executive Assistant+ is not just an ordinary administrative support; it becomes the right hand for organizational expansion. Through adept organization, comprehensive market research, strategic recruitment, SOP creation, and proficient project management, executives can focus on high-value tasks that drive business success. By profoundly understanding pain points and requirements, Oceans ensures precise candidate-client alignment. This commitment to quality extends to the onboarding process, where Oceans employs proprietary matching, assessment, training, and coaching services to ensure top-tier performance.
Oceans' talent pool, rooted in Sri Lanka's skilled workforce, offers cost-effective solutions with unparalleled expertise, saving businesses up to 80% compared to U.S. market rates.
Benefits Custom Matching: Oceans' intake process ensures precise business-candidate pairing, addressing pain points effectively.
Global Time Zones: Oceans aligns hours with clients' time zones, enhancing collaboration.
Trial Flexibility: A 3-month trial precedes auto-renewal contracts, offering value upfront.
Scalable Teams: Oceans accommodates diverse team sizes and business needs.
Pricing Plan
Oceans' pricing structure offers an 80% cost reduction compared to U.S. market rates while ensuring equivalent skills and experience levels. Clients experience tangible cost savings without compromising on quality. Oceans is the optimal choice for businesses seeking long-term matches with exceptional executive assistants who seamlessly integrate into their operations. Whether administrative tasks, market research, recruitment, SOP creation, or project management, Oceans' Executive Assistant+ service:
Elevates productivity
Streamlines workflow
Empowers businesses to "Build Brilliantly"
4. Magic: The Executive Assistant Outsourcing Solution That Thinks Outside the Box
Magic's expertise lies in revolutionizing traditional outsourcing through its innovative approach. At its core, Magic offers virtual assistants and A.I. tools to optimize work efficiency. The concept is tailored to meet the needs of businesses seeking:
Marketing
Operations
Customer Support
Sales
Finance
Recruiting
Customer Retention solutions
With a starting outsourcing rate and no binding contracts, Magic brings flexibility to the forefront. The rapid team assembly through their diligent Matching service is notable, with handpicked and trained assistants ready to contribute. The scalability factor is seamless, accommodating businesses that need a single assistant or an entire team. Magic's focus on top talent, comprising the top 3% of candidates, further ensures quality service.
Their proprietary Magic A.I. aids in boosting efficiency.
Benefits Flexible Pricing: Starting at $10/hour, Magic's rates are transparent and adaptable.
Rapid Team Assembly: Swiftly hire a remote team in just a week through accurate matching.
Scalability: Effortlessly scale your team up or down based on your changing needs.
Top 3% Talent: Magic recruits from the cream of the crop, ensuring superior quality.
Pricing Plan
Magic provides businesses with a flexible pricing plan starting at $10 per hour. This allows companies to maximize their savings while receiving exceptional assistance. Businesses searching for a remote team solution with transformative capabilities find Magic an ideal choice. This versatile service offers a range of options, from efficient appointment setting and lead generation to comprehensive bookkeeping, catering to the diverse needs of various industries. By easing workloads, enhancing efficiency, and ensuring exceptional service quality, Magic becomes the perfect growth-focused business partner.
5. BruntWork: The Executive Assistant Outsourcing Solution That Knows No Bounds
BruntWork revolutionizes traditional outsourcing models by allowing companies to tap into a distributed workforce for critical roles. This talented remote team excels at executing tasks virtually, overcoming geographical and language limitations. BruntWork takes pride in its ability to connect businesses with exceptional candidates worldwide, ensuring unmatched efficiency by transcending boundaries and languages.
Flexible and Cost-Effective Outsourcing Solution
BruntWork focuses on "remote only" outsourcing, flexible pricing, and scalability. With no lock-in contracts and free candidate recruitment, businesses can alter their staff based on their evolving needs. The hourly rate charged encompasses all fees, including computer and internet usage.
This and 24/7 operations exemplify their dedication to providing a comprehensive outsourcing solution. E.A. can commit to at least 20 weekly hours, catering to varied business requirements.
Benefits Flexibility and Transparency: No lock-in contracts, set-up fees, and the ability to change staff.
Cost-Effective Operations: Hourly rate including computer, internet, and all fees. Round-the-clock Availability: 24/7 operations for global businesses.
Scalability: Agents are available for a minimum of 20 hours per week.
Pricing Plan
BruntWork's pricing model offers freedom to businesses with its no-contract, no-set-up-fee structure combined with an hourly rate that covers all essential expenses. BruntWork's comprehensive outsourcing approach, encompassing:
Offshore staffing
Remote work
Call centers
Virtual and executive assistants
This allows businesses to harness various employment solutions. Outsourcing through BruntWork isn't just about cost savings; it's about accessing top-notch talent, streamlining operations, enhancing efficiency, and focusing internal resources on core competencies.
6. MultiplyMii: The Executive Assistant Outsourcing Solution That Develops Talent
MultiplyMii helps global businesses hire Virtual Assistants (V.A.s), including executive assistants, and construct high-performing teams, ushering in unprecedented scalability. They specialize in:
Recruiting
Onboarding
Optimizing the work of Filipino talent
This makes them an instrumental force for brands aiming to expand. As a bridge between top talent from the Philippines and international companies, MultiplyMii forms remote teams that bolster businesses' objectives within manageable costs. This unique value proposition is centered on future-proof scaling, supported by end-to-end solutions ranging from headhunting to talent development.
Benefits Direct Hire Excellence: Attract and acquire top talent effortlessly.
Effortless Account Management: Offload tedious employee-related paperwork.
Talent Acceleration: Recruit and retain sought-after industry professionals.
Future-Proof Work Model: Build talent density to ensure sustainable business growth.
Pricing Plan
MultiplyMii's pricing model is tailored to each company's needs. It provides an efficient and scalable way to bring high-performing talent from the Philippines while remaining budget-friendly. MultiplyMii is the ultimate choice for businesses grappling with growth challenges. Harnessing the power of Filipino talent, It capitalizes on the Philippines' skilled workforce and economic structure, offering cost-effective solutions that transcend geographical boundaries.
7. The VA Hub: The Executive Assistant Outsourcing Solution That Cares
The VA Hub specializes in revolutionizing the work landscape with Virtual Assistants (VAs). They redefine the role of an Executive Assistant, offering professionals the opportunity to work remotely, have control over their schedule, and earn a lucrative income while providing crucial support to clients.
They offer a chance to earn $770 monthly with yearly salary increases and various incentives. They provide part-time and full-time positions, prioritizing a work-from-home culture that fosters empowerment.
Their core values include stability, support, career growth, and diversification.
Benefits Steady Earnings with Growth: Guaranteed monthly earnings with annual increments.
Supportive Community: Creating a network of V.A.s who support each other.
Empowerment Through Skill Building: Acquiring high-income skills for career enhancement. Diverse Work Environment: Valuing individual uniqueness and ideas.
Pricing Plan
The VA Hub provides a comprehensive benefits package to its employees. This includes a guarantee, monthly payment, annual salary increments, and additional bonuses based on individual performance and client feedback. The VA Hub offers an ideal opportunity for individuals looking to break free from traditional office settings and embrace a rewarding remote career.
Their unique proposition is creating a vibrant community, ensuring consistent earnings, and fostering professional growth. As the go-to platform for those seeking to redefine their work-life balance and unleash their true potential, the V.A. Hub provides everything one needs.
Related Reading
• Strengths of an Executive Assistant
• Admin Assistant Duties
• Hire an Executive Assistant
• Hire Administrative Assistant
• Outsourcing Administrative Services
5 Challenges in Executive Assistant Outsourcing & How To Address Them
1. Communication Barriers: Breaking Down Language Barriers
One of the most common challenges executive assistant outsourcing faces arises from differences in communication styles, accents, or nuances in language. Even when the same language is spoken, variations in tone, slang, or professional jargon can lead to misunderstandings.
How to Address It
Simplify Instructions: Use clear, concise language and provide one instruction at a time when assigning tasks.
Encourage Clarity: Always confirm understanding by asking the EA to repeat or summarize the instructions.
Written Backup: Share notes, task lists, or transcripts of key points after meetings to reinforce verbal communication.
Open Dialogue: Create a culture where your EA feels comfortable asking for clarification or voicing concerns about instructions.
2. Time Zone Differences: How to Manage Time Zone Differences
Working with EAs from different time zones can result in delays and misaligned schedules, making it harder to maintain real-time communication.
How to Address It
Overlap Hours: Identify at least a few overlapping hours in your schedules to address pressing matters and touch base.
Asynchronous Updates: Set clear deadlines for task updates or responses and communicate expectations for email or chat replies.
Automation Tools: Use project management or scheduling tools like Trello, Asana, or Slack to track progress and ensure smooth task movement.
3. Cultural Differences: Managing Cultural Differences
Diverse cultural backgrounds can sometimes lead to misunderstandings or discomfort if cultural norms and sensitivities are not acknowledged.
How to Address It
Cultural Awareness: Research your EA’s culture before onboarding to understand potential sensitivities or taboos.
Respect Differences: Approach your EA with respect for their values and traditions while fostering an inclusive working environment.
Open Communication: Encourage honest conversations and clarify that your EA can raise any cultural concerns without hesitation.
4. Quality Control: Improving Quality Control
Outsourcing may sometimes lead to varying levels of quality, especially if the EA lacks familiarity with your company’s standards or workflows.
How to Address It
Thorough Onboarding: Spend time training your EA on your processes, tools, and expectations.
Set Standards: Clearly define the quality benchmarks and provide examples to guide their work.
Regular Feedback: Conduct periodic reviews to offer constructive feedback and ensure continuous improvement.
5. Building Trust and Rapport: Strengthening Relationships with Your Outsourced EA
Virtual relationships can feel transactional if there’s little effort to build a personal connection, hindering collaboration and productivity.
How to Address It
Frequent Check-Ins: Schedule regular one-on-one meetings to maintain a personal connection and address concerns.
Recognize Contributions: Show appreciation for your EA’s work and celebrate milestones, even if remotely.
Create Engagement: Encourage informal chats or team-building activities to foster a sense of belonging and camaraderie.
Related Reading
• Executive Assistant Salary
• Fractional Executive Assistant
• Administration Recruitment Agencies
• Virtual Administrative Assistant Companies
• Hire Administrative Assistant
Get a Free Custom Plan on How to Delegate Tasks and Scale
Successful startups are like racecars. They thrive on speed. The faster they can go from point A to point B, the better. And that’s why offshoring executive assistant tasks to an agency like Founders Arm is a no-brainer for scaling companies.
Founders Arm helps startups and agencies supercharge their growth with highly trained virtual marketing assistants. If you want to return to business while a skilled remote worker takes care of your executive tasks, look no further than Founders Arm.
The agency specializes in finding top-tier offshore talent that goes beyond basic admin. Their assistants are skilled in:
Social media management
GTM strategy execution
Comprehensive marketing support
Their unique offering includes AssistantOS (detailed blueprints for delegation and automation) to help you start offshoring immediately and 24/7 customer support capabilities. They also have a rigorous selection process where they handpick the perfect assistants from over 1,000 candidates.
Scale Your Business Without Breaking the Bank
Each assistant is screened for excellent English, relevant experience, and a proven track record with offshore companies. Perfect for funded startups (pre-seed, seed) and consumer apps looking to scale from 1 to 100, they offer affordable rates without placement fees. Whether you need help with customer support, email management, social media, or admin tasks, their assistants help you buy back your time while amplifying your growth strategy.
Please provide your email and company to get a free custom plan for delegating tasks within your business and scaling intelligently.
