Where to find a virtual assistant for executive support

If there’s anything more overwhelming than juggling triple-booked meetings and thousands of unread emails (some from investors!) —it’s trying to figure out where to find a virtual assistant who’s actually good.

At some point, many executives ask:
What’s eating up more of my time: admin work or the search for someone to help with it?

The truth is, you shouldn’t have to choose. You can solve both problems at once by hiring a virtual executive assistant who takes on some of your responsibilities, and helps you lead better.

Table of contents:

• Where to find a good virtual assistant?
  • Freelance platforms
  • Virtual assistant agencies
  • Traditional recruiters
• What should I do if I’m overwhelmed finding a virtual assistant and need help fast

Where to find a good virtual assistant?

There’s no shortage of platforms offering virtual assistant services. But delegating access to your calendar and sensitive emails, and putting someone in charge of your day-to-day productivity isn’t something to take lightly.

Here are the most common and trusted options for enterprise leaders and fast-growth teams, with pros and cons so you can make a smart decision for your org:

1. Freelance platforms

Freelance marketplaces (think Upwork or Fiverr) are usually the quickest way to find a virtual assistant, especially if you’re working with a limited budget or need help on a project-by-project basis. 

But speed and cost-efficiency often come at the expense of consistency, accountability, and quality. And keep in mind: You’ll be the one in charge of hiring, training, and management.

Pros:

• Large, global talent pool
• Project-based flexibility
• Budget-consiuos (usually $5–$25/hour) 

Cons:

• You handle vetting, onboarding, and oversight
• Quality is unpredictable
• Risk of ghosting or delays across time zones 

How to evaluate quality:

• Look for verified reviews and clear portfolios
• Run a paid trial task
• Prioritize English fluency and reliability over low rates 

Best for: Small projects or repetitive tasks with low stakes

2. Virtual assistant agencies

Virtual assistant agencies (think Viva Executive Assistants, Athena, Boldly) are a good option if you want vetted support, but don’t want to spend weeks hiring or training. Quality varies widely, but the best VA agencies offer fast onboarding, assistant training, and customer support, so you can stay focused on higher-level work. Just make sure the virtual assistant you get is dedicated and works in your time zone.

Pros:

• Vetted, trained, and professionally supported assistants
• Onboarding, matching, and customer success teams
• Less risk than freelance hires 

Cons:

• Pricing varies by hours, location, and scope
• Some only offer part-time or shared support 

How to evaluate quality:

• Ask about matching speed, trial periods, and coaching
• Clarify if the assistant is full-time and dedicated
• Review testimonials and case studies 

Why executives choose Viva:
Viva Executive Assistants provides full-time, dedicated support aligned with U.S. time zones. Only the top 0.2% of applicants are hired. Every assistant is trained in scaleup and enterprise workflows and matched quickly with an executive. Book a call today for a quick consultation to find out more about how this support can be useful to you.

Best for: Executives who need reliable, strategic support with zero guesswork

3. Traditional recruiters

Recruiters are a better fit if you’re looking for someone local who can work in person several days a week or join your team full-time (think C-suite Assistants). This model is most suited for traditional companies that require on-site presence and are comfortable with a longer hiring timeline.

However, recruiters don’t offer the same benefits as virtual assistant recruitment agencies—such as pre-training, ongoing support, or fast onboarding. The process tends to be slower, more expensive, and puts more responsibility on you once the hire is made.

Pros:

• Custom searches tailored to your company
• Ideal for in-office hires
• Often includes U.S.-based professionals 

Cons:

• Long hiring cycles
• High placement fees
• No training or ongoing support 

How to evaluate quality:

• Ask for past client references
• Confirm understanding of startup culture
• Review terms, guarantees, and pricing structure 

Best for: Hiring a traditional in-house executive assistant. We recommend this article to understand how a virtual executive assistant can be as good as an in-house hire.

What should I do if I’m overwhelmed finding a virtual assistant and need help fast?

Hiring a virtual executive assistant doesn’t need to be a drawn-out process. If you’re juggling too much and don’t know where to start, use this quick decision-making guide to get clarity and move forward confidently.

1. Identify your top 3 time drains

Start by naming the parts of your day that consistently slow you down.
Is it email triage? Constant rescheduling? Project updates falling through the cracks?

Don’t try to fix everything at once—just focus on what’s costing you the most energy right now.
Need inspiration? Here’s a list of tasks you can delegate in your first 30 days to your executive assistant. 

2. Define how much support you actually need

Ask yourself: Do I need a few hours of help per week, or someone embedded in my day-to-day?

Most executives tend to think their support only requires a few hours a day, and while they might be right, most of them find that a good virtual assistant can support a lot more than fractional administrative tasks. 

Executives who work with a Viva executive assistant report recovering 3+ hours every day because their EA has taken on tasks like calendar management, travel planning, meeting support, team engagement activities, project management, and inbox triaging. 

You don’t need to map it all out perfectly before hiring, but do set a baseline. A quality virtual assistant agency can guide you through this process and help you calibrate support based on your actual workload.

3. Set a budget that matches your priorities

It’s tempting to go with the cheapest option, but that often leads to costly resets.

Instead, consider:

• What would it be worth to fully hand off calendar management, travel planning, meeting support, and email? 
• How valuable is it to have someone proactive, reliable, and strategic working alongside you, especially in key moments when your time and focus can be compromised?

If you’re hiring someone to protect your time, make sure you value it enough to invest in the right fit. Price is not the only factor determining return on investment. 

4. Choose the right model for your current capacity

Low bandwidth and high urgency?
A vetted agency like Viva Executive Assistants can handle matching, onboarding, and ongoing support, giving you back time right from onboarding.

Have time to manage someone directly?
You might try a freelancer. Just be prepared to spend time hiring, training, and supervising.

Committed to building an in-house team?
A recruiter could help, though the process tends to be longer and more expensive.

5. Ask about risk-free ways to try

You shouldn’t have to commit blindly.
Viva offers a 1-month trial, fast matching within 48 hours, and no long-term contract, so you can evaluate fit without pressure.

6. Don’t overthink it —just talk to someone

Sometimes, a quick conversation can replace weeks of research and hesitation.
You’ll get expert insight into what kind of support would move the needle for you, and whether it’s the right time to hire. Book a call with Viva Executive Assistants to talk about what kind of support suits you best.

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.