How do I work with a remote executive assistant?

Using a remote assistant effectively is all about smart delegation and integration. For busy startup executives, a remote assistant is most useful when you treat them as a strategic partner rather than someone whose job is limited to taking notes. 

Here are a few key steps to make the most of a remote assistant:

1. Identify what to offload and delegate: Think about pain points in your week: Which tasks keep you at the office late or distract you from higher-level work? Those are the tasks a remote assistant can relieve you of immediately.
2. Onboard and set clear expectations: Even though your assistant is remote, onboarding them like an in-house team member will pay off. Take time to explain your priorities, your regular schedule, and the communication channels you prefer (e.g. Slack for quick check-ins, a weekly Zoom sync for planning). Share your calendar and give them access to relevant tools and accounts. 
3. Establish communication rhythm: Many startup leaders set up a brief daily check-in or a weekly review with their assistants. This could be a 10-minute morning call to go over the day’s priorities, or an end-of-week wrap-up. Regular touchpoints ensure alignment and give you a chance to give feedback or adjust priorities. 
4. Delegate progressively and trust their expertise: At first, it may feel strange to hand off tasks you’ve always done yourself. Start with a few small tasks and then expand the scope as your assistant proves themselves. Good remote executive assistants will often start anticipating needs and suggesting ways to help. Embrace that proactivity.
5. Build a strong partnership by combining your strengths: Great executive assistants don’t just do what you ask — they find ways to make your life easier. Encourage your remote assistant to streamline processes and take initiative.

“My EA just takes a huge piece of stress off our plates that allows us to do what we need to do and focus on the job we were hired for.”

Suzy McIntyre, Director of Operations @ Playgig

• Virtual assistant costs go beyond the hourly rate
  To truly understand how much a virtual assistant costs, consider quality of service, onboarding speed, performance, and location—not just hourly fees. These factors influence ROI and support quality.

• Full-time vs. hourly pricing varies widely
  Hourly platforms like Upwork can range from $20/hour to $70/hour depending on quality and experience, while U.S. in-house EAs can exceed $120,000 annually. Viva offers full-time remote executive assistants at $3,999/month, including onboarding, training, equipment, and benefits. 

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Desiree de Leon

Desireé de León is a bilingual writer and SEO specialist who’s crafted copy for everything from SaaS startups and B2B brands to radio spots and consumer campaigns. She began her career in advertising and scriptwriting, and once wrote for a radio station before falling in love with the rhythm of search-driven content. Desireé has a habit of Googling everything (twice), and she has a soft spot for poetry, which makes sense: she was born on International Haiku Day.