You’ve just returned from vacation, and your email inbox has 2,000 emails. You can’t even figure out how to tackle this overwhelming backlog. The team is counting on you to help get the business back on track after a stressful few weeks, and the pressure is on. Now imagine if you had an Executive Assistant to help ease you back into things, sort through the chaos, and organize your life again. Better yet, what if this assistant was a fractional Executive Assistant who could jump into action immediately and get you back on track before your team even noticed you were gone? This post will explore the ins and outs of hiring a fractional Executive Assistant, including how they differ from traditional EAs, the benefits of working with one, and how to hire one for your business.
Fractional Executive Assistants can be found through Executive Assistant recruitment agencies that specialize in fractional or part-time placements. Founders Arm's virtual marketing assistants growth engine service is one such solution that can match your business with a qualified fractional Executive Assistant to help you achieve your goals.
Table of Content
What is a Fractional Executive Assistant?
A fractional executive assistant is a remote, part-time professional who handles traditional administrative responsibilities like a full-time executive assistant. Nevertheless, instead of working standard office hours, they provide support on an as-needed basis, dedicating their time to multiple executives or businesses. This model offers flexibility and efficiency, making it a popular choice for leaders who require specialized support without committing to a full-time hire.
At Boldly, we’ve observed a growing trend where companies prefer a single fractional executive assistant to support several executives within the same team or department. Nevertheless, these assistants aren’t limited to working exclusively for one company; they often balance multiple clients seamlessly.
Fractional Executive Assistants vs. Traditional Part-Time Executive Assistants: What's the Difference?
The term "fractional" can be misleading if confused with traditional part-time work. Unlike part-time employees who may have rigid schedules, fractional executive assistants are highly flexible, tailoring their availability to meet the unique needs of their clients. They also differ from freelancers or independent contractors, as their role isn’t project-based but ongoing, focused on consistent support rather than one-off tasks.
It’s also worth noting that fractional executive assistants aren’t limited to serving just the C-Suite. Leaders at all levels, from department heads to project managers, can benefit from their expertise, even if the need is as minimal as an hour or two a day.
Fractional Executive Assistants Are Part of a Larger Trend
Fractional hiring has been gaining traction for years, particularly for executive roles like Chief Operating Officer (COO), Chief Financial Officer (CFO), Human Resources Business Partner (HRBP), and Chief Marketing Officer (CMO).
Google Trends data highlights this rise in popularity. Searches for "fractional executive" were almost non-existent before 2014 but have steadily increased, mainly since 2022, reflecting the growing interest in this flexible workforce model.
Companies are also increasingly seeking fractional talent for interim roles, including operations managers, chiefs of staff, and associate-level executive assistants. The fractional model offers a scalable, adaptable solution that suits modern business needs, making it an attractive option for organizations across industries.
Best Ways To Leverage a Fractional Executive Assistant
1. Hand Over Your Information Processing
According to a McKinsey survey, the average worker spends almost a third of their week processing email, most of that time spent reading and deciding what to respond to. This time could amount to even more for small business founders and CEOs, given the high volume of emails and other information received daily.
Reading email and filtering what communications you need to respond to now, today, or later is the first group of tasks you can hand over to your EA. The benefits from this are compounded. Not only will you gain back the time spent on processing information, but you’ll also regain the time that these things distract you from focusing on a consistent, uninterrupted task.
2. Prepare Deliverables
With an executive assistant, you, as a founder or CEO, no longer need to clean up the deck or search for a visual to illustrate a concept before a presentation to potential investors or customers. If your company deals with frequent slide deck presentations, note this when hiring an executive assistant.
Leveraging EAs for Enhanced Communication & Reporting
Some EAs specialize in design skills and can compose compelling slides at a moment's notice. Do you spend time polishing your meeting notes into coherent reports? If deliverables are written meeting summaries or reports on current issues in the market, make sure the fractional EA you hire is well-versed in business writing. An EA will be able to write summaries and compile reports for you, so this is no longer a task you have to spend hours doing.
3. Collect Documents from Outside Sources
How much time does your team spend chasing bank statements or other documents? Rather than making calls to your accountant or bank or coordinating between these offices, this is one of the best ways to use a fractional executive assistant.
As you need to gather legal and compliance documents, this is a task that an EA familiar with financial and legal forms can handle. Gather a list of documents you need to see over a month and give these to your EA. Or, ask your executive assistant to keep track of what is required over the month so they can be familiar with the routine requests for documents.
4. Coordinate Marketing and Sales
If you’re spending time on basic user research or deciding whether a new customer segment might be worth your company’s time, these are prime tasks for an EA with a marketing background. An EA can conduct research, gather data on your customers, and keep basic track of your ad campaigns.
If social media is a big part of your business, request an EA who knows the social media platform where you spend the most time. Our fractional executive assistants specialize in all the major social media platforms, which helps when you don’t have a budget for a marketing team.
5. Stay Connected to Stakeholders and Customers
As a CEO, you don’t have time to peruse social media all day to check every mention of your company. A fractional EA is a valuable resource to help you know what customers say about my company and its competitors. Whether monitoring Facebook and Instagram posts or tracking what customers say about my company over Yelp or other review sites, this aspect of an EA’s skills is worth its weight in gold.
Your fractional EA can also answer customer inquiries, manage customer relations, and respond to emails. Most executives find this a huge time saver, allowing you to focus on larger issues your business faces.
6. Plan and Execute Projects
If you spend significant time planning projects, consider handing this over to your fractional EA. Request an EA with strong project management skills. Once you have clear goals and overall projects, use your executive assistant to break these projects into doable actions and plan the project timeline and budget.
They can also coordinate projects requiring outside help by giving you vendor options and interviewing these vendors to determine what fits your company.
Tailored Strategies to Scale Your Operations
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
• Hire Administrative Assistant
• Outsourcing Administrative Services
Benefits of Hiring a Fractional Executive Assistant
Hiring a full-time executive assistant can be a significant expense, with wages, benefits, office space, and supplies adding up quickly. Fractional executive assistants offer a more budget-friendly solution, as you only pay for the time they work on your tasks. This "pay-as-you-go" model benefits small businesses and startups with limited resources.
Tailored Flexibility to Meet Your Needs
Business demands are often unpredictable, and fractional executive assistants excel at adapting to shifting needs. Whether you require assistance a few hours a week or full-time support during a busy season, these professionals can adjust their schedules to align with your requirements.
Research indicates that over 80% of businesses are moving toward a more flexible workforce, making fractional assistants a timely and strategic choice.
Access to a Wealth of Expertise
When you hire a fractional executive assistant, you gain access to a diverse range of skills and experiences. Many professionals have worked across various industries and roles, bringing valuable insights and solutions to your business. Their collective expertise becomes a treasure trove you can leverage to handle complex challenges and improve operational efficiency.
Boosted Productivity for Key Priorities
Administrative tasks can consume much time, pulling you away from high-level responsibilities. Delegating these duties to a fractional assistant allows you to focus on strategic decisions and critical initiatives. Studies show that hiring virtual assistants can boost productivity by up to 13%, allowing you to:
Expand your business
Strengthen client relationships
Explore new opportunities
Scalability That Grows With Your Business
One of the most significant benefits of a fractional executive assistant is scalability. Whether you're a startup or an established business, you can easily adjust the level of support you receive.
As your company grows, your assistant can take on more responsibilities and help streamline processes, ensuring that your operations remain efficient. Conversely, you can adjust quickly and effortlessly if you need to reduce support during slower periods.
Who Can and Should Leverage a Fractional Executive Assistant
A fractional Executive Assistant (EA) is a versatile resource, not just reserved for the C-suite. They extend their services to a broad spectrum of professionals across various sectors. Here’s who typically benefits from partnering with a fractional EA:
C-Suite Executives: High-level leaders often require specialized support for their strategic responsibilities but may only need such support sometimes, making fractional EAs a perfect fit.
VPs and Directors: These leaders manage numerous responsibilities that require meticulous organization and strategic planning but may not warrant full-time administrative support.
Small Business Owners: For small enterprises where every expenditure counts, fractional EAs provide essential support without the financial strain of a full-time salary.
Startups: Agile and often operating under budget constraints, startups find fractional EAs ideal for managing growth phases where flexible, skilled support is crucial.
Project Managers: Handling complex projects can benefit from the organizational prowess of fractional EAs, especially when managing:
Timelines
Resources
Stakeholder communication
Consultants: Professionals managing multiple clients or large-scale projects can leverage fractional EAs to streamline workflows and enhance productivity.
This model of support allows businesses of all sizes to optimize their executive assistance according to current needs and adjust as those needs evolve.
When Should You Consider a Fractional Executive Assistant?
Operational Challenges: If your business is experiencing operational challenges, a fractional executive assistant can be a valuable asset. They can help:
Identify inefficiencies
Implement process improvements
Manage tasks causing bottlenecks
Growth: During growth phases, businesses often face resource constraints. Hiring a fractional executive assistant can provide the support needed to manage administrative tasks without overextending your budget. Their expertise can also help streamline processes, allowing you to focus on scaling your business effectively.
Project-Based Needs: A fractional executive assistant offers the perfect solution for businesses with project-based needs. They can provide support during critical project phases, ensuring tasks are completed on time and within budget. Their ability to adapt to different projects and industries makes them an invaluable resource for any business.
Related Reading
• Strengths of an Executive Assistant
• Admin Assistant Duties
• Hire an Executive Assistant
• Executive Assistant Outsourcing
• Hire Administrative Assistant
Hiring a Fractional Executive Assistant, What To Consider
Signs to look out for when hiring a fractional executive assistant.
An executive assistant is invaluable for you. Executive assistants just need various key skills to excel in their roles. Let’s divide the executive assistant qualifications and skills into two categories:
Complex or technical
Soft competencies
Technical Skills
These are the practical skills required to perform the day-to-day tasks of the role.
1. Appointment Setting
Part of an EA’s role is protecting the executive’s time by scheduling wisely. They prioritize high-stakes meetings, batch similar appointments together for efficiency, and guard against overscheduling or unnecessary time commitments.
But that’s not all there is to it; executive administrative assistant skills also include coordinating and scheduling meetings, calls, and events seamlessly for the executive.
2. Organizational Skills
Beyond simply scheduling appointments, executive assistants must have calendar management skills. This includes blocking off time for focused work, travel, and personal commitments. EAs must be organized to manage the executive’s calendar.
This skill also includes maintaining an organized digital filing system. So, retrieving information, documents, or records is always a breeze.
Research, Analysis, and Reporting Skills
For high-level administrative support, research and analysis are among the top technical skills for executive assistants. Why not when it’s required to support executive decision-making with data-driven recommendations?
An executive assistant should be resourceful enough when gathering data, information, and insights. 91% of CEOs believe data and analytics are essential for making informed decisions.
Afterward, EAs must effectively communicate their findings through written reports, presentations, or other formats. They should simplify complex information into digestible summaries and highlight key takeaways.
3. Task Automation
Task automation is another of the top skills for executive assistants for time optimization and improved workflow. Over 80% of managers are already automating their workflows. To effectively implement task automation, the EA must have skills in identifying repetitive processes and using automation tools to create workflow rules/commands.
Also, as you scale, task automation enables executive assistants to seamlessly manage increasing workloads without becoming overwhelmed by manually handling every new task.
4. Project Management
Coordination and collaboration are key aspects of project management skills, such as working with:
Cross-functional teams
External service providers
Multiple stakeholders
Many EAs play a vital role in coordinating and tracking the progress of various projects together. This is monitoring progress and seamless execution from start to finish. It also includes:
Risk assessment
Anticipating potential risks
Obstacles
Bottlenecks that could impact a project’s success
Developing contingency plans to mitigate issues
5. Proficiency in Office Software
Yes, EAs must possess some serious digital skills. Proficiency in office software is a fundamental technical skill for executive assistants. That’s because a key part of their daily tasks includes competent use of various software applications in office environments. Standard office software includes:
Microsoft Office Suite or Google Suite
Word processing
Spreadsheets
Presentation software
Soft Skills
These personal attributes and interpersonal communication skills enable effective interaction and collaboration.
1. Communication (Written and Verbal)
EAs are often responsible for drafting emails, letters, memos, and other written communications on behalf of the executive. So, yes, this is one of the most critical skills for executive assistants. Communicating information effectively, maintaining a positive image, and getting what you want are all about clear, concise, and professional writing.
2. Interpersonal Skills
Interpersonal skills are executive assistant soft skills that enable them to build strong relationships, converse proficiently, and collaborate seamlessly with others. Key interpersonal skills include:
Listening to others
Emotional intelligence
Empathy and compassion
Diplomacy
3. Discretion and Confidentiality
Why are discretion and confidentiality essential for executive assistants? The executive assistant must exercise discretion and maintain strict confidentiality as someone with access to sensitive information. Privacy breaches can have serious consequences for the organization, including:
Financial losses
Legal liabilities
Damage to reputation
All in all, it’s about having situational awareness to know when certain information should be kept to oneself.
4. Problem-solving and Critical Thinking
If there are unexpected situations (say, logistical challenges, scheduling conflicts, communication breakdowns, or technical issues), your EA should be able to:
Assess situations objectively
Analyze information
Devise effective solutions
After all, their role is dynamic. Based on the available evidence and analysis, EAs must be able to draw logical conclusions and make sound recommendations.
5. Works Well Under Pressure
This is how your virtual assistant maintains composure, focus, and productivity, even in stressful situations. EAs who stay calm and focused under pressure can maintain efficiency and effectiveness, ensuring that tasks are completed accurately and on time.
How to Hire a Fractional Executive Assistant
1. Crafting an Attractive Job Description
Your journey to hiring the best executive assistant begins with a compelling job description. It's the first interaction potential applicants have with your company, so it needs to make a lasting impression. A well-crafted job description should list the essential responsibilities and provide insight into your company's values and culture.
Highlight Key Responsibilities: Clearly outline the executive assistant's role in managing calendar projects and maintaining confidentiality.
Humanize the Description: Paint a picture of a collaborative work environment where the executive assistant will play a pivotal role in your success.
Emphasize Soft Skills: Apart from technical skills, stress the importance of soft skills like communication, adaptability, and problem-solving
Show Growth Opportunities: Highlight the career advancement possibilities within the company, showcasing your dedication to supporting employee growth and development.
An expertly written job description not only attracts highly skilled candidates but also establishes the professionalism and culture of your organization. It serves as a critical initial step in your hiring process.
2. Effective Job Posting Strategies
Now that you've crafted an attractive job description, the next step is to get it in front of suitable candidates. Effective job posting strategies involve choosing the right platforms and tailoring your approach to your target audience.
Leverage Online Platforms: Utilize online job boards, professional networking sites, and industry-specific forums to reach potential candidates.
Harness the Power of Social Media: Share the job posting on your company's social media profiles to tap into your existing network and increase visibility.
Engage Your Professional Network: Reach out to colleagues and industry contacts for referrals, often leading to highly qualified candidates who align with your company culture.
Highlight Remote Work Opportunities: In the era of virtual work, emphasize if the position offers the flexibility of a virtual executive assistant.
Use Clear and Engaging Language: Craft a concise and engaging job title and description that immediately captures the attention of potential applicants.
To improve your chances of finding the perfect executive assistant who meets your technical and cultural needs, it's essential to employ these strategies. Cast a broad net and customize your approach to maximize your search results.
3. Streamlined Application Process
To attract top executive assistant talent, it is crucial to have a simplified application process. Ensure that potential candidates can easily apply without encountering any obstacles that may discourage them from moving forward in the hiring process.
User-Friendly Forms: Ensure your online application is user-friendly, easy to navigate, and compatible with mobile devices. This will help applicants save time and effort when applying.
Transparency: Communicate the expected time commitment, remote or in-person work options, and any additional requirements for the role.
Confidentiality Acknowledgment: Emphasize the importance of confidentiality within the role and ask applicants to acknowledge their commitment to maintaining it.
Application Confirmation: Send an automated confirmation email to applicants upon successfully submitting their application, providing reassurance and setting expectations for the next steps.
Streamlining the application process not only attracts a larger pool of highly qualified candidates but also showcases your organization's dedication to providing a positive candidate experience. This initial impression can have a lasting impact on potential hires.
4. Leveraging Professional Networks
In the world of executive assistant recruitment, professional networks are invaluable. Here are some strategies to make the most of these networks:
Active Engagement: Participate actively in industry-specific groups, forums, and social media communities to build relationships with potential candidates.
Referrals and Recommendations: Contact your professional contacts for referrals and recommendations. Word of mouth can lead you to highly qualified executive assistant candidates who may not be actively searching for jobs.
Attend Industry Events: Attend conferences, workshops, and networking events in your industry. These gatherings provide an excellent opportunity to meet and connect with prospective executive assistants face-to-face.
Online Platforms: Utilize professional networking sites like LinkedIn to search for and connect with executive assistant professionals, expanding your reach beyond your immediate network.
Networking is valuable for connecting with potential candidates and gaining insights from experienced administrative assistants. By cultivating meaningful connections, you can gain valuable guidance and fresh perspectives to enhance your search for the ideal executive assistant. Nurturing solid relationships within your professional network opens doors to fruitful collaborations and useful recommendations.
5. Effective Interviewing Techniques
Conducting effective interviews is essential when assessing executive assistant candidates. To ensure your interviews provide valuable insights, here are some techniques you can use:
Situational Questions: Pose situational questions that assess problem-solving abilities, organizational skills, and adaptability. For instance, ask how candidates would handle a last-minute change in your schedule.
Confidentiality Emphasis: Emphasize the importance of confidentiality throughout the interview process, given the sensitive nature of an executive assistant's role.
Role Understanding: Look for candidates who deeply understand the role's responsibilities, expectations, and challenges.
Practical Scenarios: Present real-life scenarios that executive assistants might encounter. This helps gauge their practical skills in project management and calendar management.
Cultural Fit Assessment: Evaluate how well candidates align with your organization's culture, which is critical to a successful working relationship.
By employing effective interviewing techniques, you can obtain a deeper understanding of a candidate's skills, personality traits, and compatibility with your team. Concentrating on these aspects improves the chances of finding an executive assistant who possesses the required skills and aligns with your organization's values and work culture.
6. Competitive Compensation Packages
Attracting and retaining top-tier executive assistants requires offering competitive compensation packages. Here's how to ensure your package stands out:
Market Research: Conduct thorough research to understand industry standards for executive assistant compensation. This ensures your offer aligns with the current market rates.
Transparent Benefits: Clearly outline the salary, benefits, and any additional perks your company provides. Transparency builds trust with potential candidates.
Performance-Based Incentives: Consider implementing a bonus structure tied to performance. This motivates your executive assistant to excel and rewards exceptional work.
Non-Financial Perks: Highlight non-monetary perks such as flexible work arrangements, professional development opportunities, and a supportive work environment.
Fairness and Equity: Ensure that your compensation package is fair and equitable, reflecting the value the executive assistant brings to your organization.
An effectively designed compensation package not only attracts top-tier talent but also functions as a compelling tool for retaining employees. When executive assistants feel they are being compensated fairly and competitively, they are more likely to remain committed to their organization.
7. Onboarding and Retaining Talent
Finding the perfect executive assistant is only the beginning; retaining them is equally crucial. Here's how to onboard and retain your talent effectively:
Comprehensive Onboarding: Provide a thorough onboarding process that covers your company's processes, tools, and expectations. This sets the foundation for their success.
Open Communication: Encourage open and honest communication from the start. Regular check-ins and feedback sessions help address concerns and foster a collaborative relationship.
Professional Development: Invest in ongoing professional development opportunities that empower your executive assistant to grow in their role.
Recognition and Appreciation: Recognize and appreciate their contributions to the organization regularly. Acknowledging their efforts boosts morale and job satisfaction.
Positive Work Environment: Foster a supportive work environment that values work-life balance and employee well-being.
Developing a solid and enduring partnership with your executive assistant is crucial for enhancing productivity and job satisfaction. When your assistant feels valued, motivated, and supported as part of a collaborative team, they are more likely to remain committed to your organization, resulting in a successful and long-lasting working relationship.
Get a Free Custom Plan on How to Delegate Tasks and Scale
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, and comprehensive marketing support.
Rigorous Selection and Expert Support
Our unique offering includes AssistantOS (detailed blueprints for delegation and automation), 24/7 customer support capabilities, and a rigorous selection process where we handpick the perfect assistants from over 1,000 candidates. Each assistant is screened for excellent English, relevant experience, and a proven track record with offshore companies.
Scalable and Affordable Virtual Assistance
Perfect for funded startups (pre-seed, seed) and consumer apps looking to scale from 1-100, we offer affordable rates without placement fees. Whether you need help with customer support, email management, social media, or admin tasks, our assistants help you buy back your time while amplifying your growth strategy. Drop your email and company to get a free custom plan on delegating functions within your business and scale intelligently.
Related Reading
• Administration Recruitment Agencies
• Virtual Administrative Assistant Companies
• Outsourcing Administrative Services
• Hire Administrative Assistant
