Can a remote executive assistant handle office ops?

Yes, a remote executive assistant can seamlessly handle office operations from anywhere in the world. With clear communication, a proactive mindset, and tech-savviness, they find digital solutions for tasks that once required in-person interactions. There’s virtually nothing a remote EA can’t accomplish, from coordinating logistics to managing essential documents.

Table of contents:

• What is a remote executive assistant, and how do they work?
• What can a remote executive assistant do for your startup?
• Which office operations can a remote EA perform? Myths vs. reality
• Why should you hire a remote EA rather than an on-site EA?
• Where can you find the best remote EAs?

What is a remote executive assistant, and how do they work?

A remote executive assistant is the business partner to any executive in the company. They perform any task their executive requires, such as email and calendar management, travel planning, expense management, meeting support, team engagement, and special projects, like creating playbooks, onboarding new team members, or putting reports together. 

Executive assistants, in short, are an extension of their leader. Yes, they might have a job description with very specific responsibilities, but the truth is that they can evolve in any direction you need them to. Just think about it like this: any project you don’t get to or any task you keep postponing is something that can be taken on by your EA. In that way, they help you meet your deadlines without you having to work over the weekend. 

Don’t think of remote EAs as employees who simply work outside the office. Instead, see them as team members who are everywhere you need them to be. They’re in the air, securing your preferred flight and seat; in the city of your upcoming conference, coordinating networking sessions with key attendees; and everywhere in between, arranging your airport pickups, booking reservations at your favorite restaurants, and making your life smoother and more efficient, no matter where you are.

What can a remote executive assistant do for you?

If you’re anything like the 100+ startup executives we work with, time is your most valuable resource—and the one thing you can’t afford to waste. If you’re constantly swamped, working extra hours, and still not getting through your to-do list, we understand.

In fact, we surveyed over 100 startup executives after just one month of hiring a Viva executive assistant and asked them: How many hours a day do you typically save from having an EA? The results were eye-opening: Almost half of them (45%) reported saving around 2 hours a day, and 13% told us they save more than 3 hours daily. Ask yourself: What could I achieve with an extra 10 or even 15 hours back in my week? 

Another major benefit of hiring an EA is the impact it has on how you feel. In the same survey mentioned above, we asked those 100+ startup executives how they felt after onboarding a remote executive assistant from Viva, and the most common responses included: focused, relieved, organized, supported, and lighter. If you’re feeling stressed, overwhelmed, or nearing burnout, it might be time to ask yourself: How do I want to feel instead?

Which office operations can a remote EA perform? Myths vs. reality

Myth: A remote executive assistant can’t help with in-person office tasks.
Reality: Remote EAs excel at coordinating in-person logistics. 

• Board meeting preparation
  Priscila, a Viva EA at Ridecell, a Series C startup, manages catering services using platforms like UberEats and OpenTable. First, she confirms the attendee list, meeting date, and dietary preferences. Then, she compiles 2-3 catering options to review with the EVP of Finance. Once an option is approved, Priscila prepares the order link, ensures the correct credit card information is listed, and sets an auto-place and time for the order’s delivery. Finally, she shares the link with board attendees via email, enabling them to submit their orders easily. 
• Managing office mail and packages
  Marieandreé, a Viva EA at Veho, a Series B startup in New York, took over the company’s correspondence despite working remotely. She uses a mailing system called VPM, and there she receives scanned PDFs of all mail. She reviews correspondence and directs each item to the appropriate department. Checks are logged on a spreadsheet and Marieandreé requests that the company process deposits on the first business day of each month.
• Visitor management
  Notion, a Series C startup from San Francisco, relies on several Viva EAs to support their executives. Jimena, one of these skilled assistants, uses Envoy to schedule and coordinate guest access. First, she pre-registers visitors in Envoy, which automatically sends visitors email confirmations with all the check-in details they’ll need. Visitors use that information to check in easily when they arrive. Lastly, Envoy sends automatic notifications to hosts as soon as their guests check in, keeping everything organized.

Myth: A remote executive assistant can’t assist with physical inventory.
Reality: They manage inventory digitally and coordinate with vendors.

• Office supply management
  Andrea, the EA to the COO at a green energy startup, efficiently manages office supply requests by following a thorough process. When she receives a request from a team member, she researchers the best options and places an order through vendors like Kiosk or Zazzle. Andrea then tracks the delivery via email and coordinates with the Chief of Staff to confirm everything is received as expected.
• Purchase and shipping management
  Clara, the EA to the CEO at a DBaaS startup, manages all aspects of purchasing and shipping with precision. She handles procurement through Amazon or other vendors based on specific needs and coordinates shipments via FedEx to ensure timely delivery. Most packages are sent to the office, while others are shipped directly to event venues as required. 

Myth: Remote executive assistants don’t handle team collaboration effectively.
Reality: They’re experts at facilitating coordination, even from afar.

• Team coordination
  Vanessa, an EA at a Series C startup, takes care of organizing office events and meetings, helping the team stay connected and coordinated. Using platforms like Gather and Luna Park, she arranges everything from virtual brainstorming sessions to team-building activities. Vanessa handles the logistics, including sending invitations, setting up virtual or in-person spaces, and ensuring everything runs smoothly. 
• Company-wide correspondence
  Andrea, one of our Viva EAs, uses Stable to process physical correspondence for the finance and people teams. She redirects everything related to employees to the People Operations Manager, and all the tax-related docs to the finance controller. That saves a huge amount of time for both of them and their entire teams. 

Why should you hire a remote EA rather than an on-site EA?

By now, you might be asking yourself: Why hire a remote EA when an on-site EA could handle the same tasks? Wouldn’t having someone in the office guarantee everything gets done? Well, here are three compelling reasons to consider:

• You can access top talent: By hiring remotely, you’re no longer limited to local candidates. Instead, you gain access to a global pool of highly skilled professionals, ensuring you find the perfect fit for your needs. Just make sure your EA is located in a compatible time zone. That will be a contributing factor to a lasting and successful relationship.
• You avoid increased headcount: Remote EAs can be independent contractors, meaning they don’t add to your company’s headcount. This allows you to expand your support team without the administrative burden of onboarding a full-time employee. The EA agency handles onboarding for you. 
• You choose a cost-effective solution: Remote EAs provide a cost-effective solution, often saving you money on office space, equipment, and benefits—all while delivering top-notch support. 

With a remote EA, you get the expertise you need, the flexibility to grow your business, and significant cost efficiency, all without compromising on quality.

Where can you find the best remote EAs?

There are many ways to find top talent, but when it comes to executive assistants, Viva is the go-to destination for sourcing the best in the industry.

At Viva, we don’t just talk about quality—we deliver it. With a focus on growth, we’ve refined our hiring processes to select only the top 0.2% of exceptional talent, ensuring our EAs stand out in any fast-paced startup environment. 

Our commitment to excellence is backed by results: 92% of customers see immediate value in under one week, and our customer feedback speaks volumes: We have a 9.3 NPS score from 100+ customers. Viva Executive Assistants is the strategic EA partner of 100+ executives at fast-growing companies in the U.S. We provide the highest-quality, most proactive, and resourceful EAs, ensuring leaders thrive in their roles. With 92% of clients experiencing increased focus and productivity in the first week, Viva ensures seamless onboarding, and their customers see results fast.

Are you looking for an executive assistant who can adapt to your company’s needs? Let us match you with the perfect EA to support your startup’s journey. Book a call today.