FAQs

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DonnaPro Basics: EAs and Task Management

In DonnaPro’s case, a virtual executive assistant (EA) is a professional who provides remote support to CEOs and founders using digital tools and communication technologies.

Is the Executive Assistant (EA) at DonnaPro a real human or an AI tool?
The Executive Assistants (EAs) at DonnaPro are real, live professionals. They are highly skilled individuals with extensive experience in supporting CEOs and founders.

However, they are also equipped with AI-powered tools, like ChatGPT, to enhance their efficiency and productivity. So while your EA is a real person dedicated to your success, they use advanced AI to ensure they deliver top-notch service, saving you even more time and making your business run smoother.

A Virtual EA works from their own location, handling tasks like these – all through online platforms.

Because you are an intelligent CEO or founder, who values their time.

DonnaPro focuses exclusively on saving time for CEOs and founders across Middle, Western & Northern Europe, providing remote AI-savvy executive assistants backed up by a team of business experts.

It’s natural to feel cautious. We encourage starting small—delegate less critical tasks first, and as you build trust in your EA’s capabilities, you can confidently hand over more significant responsibilities.

During our onboarding process, we’ll help you identify which tasks are draining your time and should be handed off to your EA, ensuring maximum efficiency.

Our EAs handle a wide range of tasks, including managing emails, calendars, research, data analysis, basic marketing tasks, travel planning, and even personal tasks like holiday planning or making an appointment for your dog’s nail cutting. See more information in this section.

We’re confident that you’re already familiar with what an EA typically can’t handle, but just to confirm your expectations, we’ve provided a list below. Should you assign us a task that falls outside our expertise, we’ll promptly inform you and connect you with a trusted partner who’s a perfect fit.

  • The EA is unavailable for any driving or fieldwork as they work from home or the contractor’s premises. EA works virtually using phones, computers, and other electronic systems. The only exception is participation in team-building or annual events organized by the client.
  • The EA is not a professional accountant or bookkeeper with years of experience. However, they can handle simple tasks in this area (e.g., issuing invoices, performing calculations, communicating with accountants).
  • The EA is not a professional marketer or advertiser with extensive experience. They can perform basic tasks in this field (e.g., preparing organic posts and editing website content).
  • The EA is not a professional salesperson with extensive sales experience. They are not here to make cold calls or attend sales meetings. However, they can handle simple tasks (e.g., basic lead qualification, scheduling appointments, managing CRM, assisting with follow-ups).
  • The EA is not a legal expert with extensive experience. They can review contracts for grammar and provide comments but are not responsible for the legal adequacy of the client’s documents.
  • The EA is not a programmer with extensive experience. They can, however, prepare essential website content.
  • The EA is not a senior designer with extensive experience. They can create basic designs using simple programs (e.g., Canva, ChatGPT) but usually cannot do more than that.
  • The EA is not an agency specializing in tenders. They can assist in preparing materials for a tender for the entrepreneur or an external agency but cannot be fully responsible for successfully submitting and securing funds.
  • The EA is not a business consultant. They will provide advice based on available information when asked, but the client remains fully responsible for business operations.

Your EA can handle some receptionist duties, but managing a high volume of daily calls is not the primary focus of our service. If your business requires dedicated receptionist services, we recommend exploring specialized solutions to ensure optimal performance in that role.

Of course! At DonnaPro, our EAs are not just skilled professionals—they’re also AI-savvy. They use ChatGPT and other advanced AI tools to boost efficiency, streamline processes, and provide you with top-tier support. Whether it’s drafting content, analyzing data, or managing complex tasks, our EAs leverage AI to deliver exceptional results while saving you even more time.

Absolutely. While our assistants are proficient in a wide range of software programs, they’re also quick learners. If your assistant hasn’t used a specific tool you rely on, no worries—our training staff will ensure they get up to speed. Plus, with the collective knowledge of our team, there’s a good chance someone else is already familiar with it. You won’t need to spend time training; we’ve got it covered.

Your DonnaPro Executive Assistant aims for prompt and efficient responses, typically within a few hours during business hours. As part of our onboarding process, we establish clear communication protocols to ensure you know exactly how to reach your assistant, especially for urgent matters. This includes setting up preferred communication channels and guidelines so that if you need immediate assistance, you’re never left in the dark.

Yes, integration is key to success. Our EAs are skilled at working within existing team structures, communicating seamlessly with other team members, and contributing to a cohesive workflow.

Definitely! Your EA can seamlessly communicate on your behalf and function as an integral part of your team.

Yes, they work with a few other select clients. However, we ensure that their workload is carefully balanced so they can dedicate the necessary attention to your needs. This model allows us to provide you with top-tier assistance at a more cost-effective rate.

Your DonnaPro EA is dedicated to you during a focused 8-hour workday, perfectly aligned with standard business hours in your time zone. We’re all about efficiency during these hours, ensuring your tasks are handled with precision. While our EAs stick to these set hours to keep their own work-life balance in check, we’ll establish clear communication protocols during onboarding so that your needs are always met within this timeframe.

At DonnaPro, we prioritize a balanced work-life environment for our EAs, so they stick to an 8-hour workday during regular business hours. While after-hours or weekend work isn’t part of the package, our team is dedicated to helping you plan effectively during regular hours to ensure everything runs smoothly.

You’ll have direct, easy access to your EA through the communication channels that work best for you—whether that’s email, Slack, Zoom, WhatsApp, phone, text, or something else. We tailor our communication methods to fit your preferences.

Yes. Our EAs undergo a thorough vetting process and adhere to strict confidentiality protocols to protect your data and privacy. We include all those details in our initial written agreement, and if you prefer to sign an additional NDA contract, we can do that as well.

Quality is our top priority. We have rigorous internal processes for quality control, including regular reviews and feedback sessions, to ensure that all work meets or exceeds your expectations.

Almost certainly, YES. Check out this page to see the industries we’ve worked with. Even if your niche isn’t listed, our research department will get us up to speed before onboarding begins.

Ha. Ha. That is a good one. Of course not. The company is called Donna (Pro), but our team members have unique names. Well… except with Emma. And Jade. We have more than one of each : )

Since we are serving ONLY European CEOs and founders, we felt that it was fair that all the executive assistants are from Europe as well. Not from Asia. Not from the United States. Not from Africa. But from Europe. They all speak great English and live in different countries—Germany, Finland, Estonia, Croatia, the Czech Republic, Spain, Portugal, etc.

Our company (from the corporate team to executive assistants) speaks and communicates in English. And yes, it is possible that some people speak multiple languages. If this is necessary to support you at the desired level, we can explore the options on the non-obligatory strategy session.

Pricing, Results and ROI

Yes.

If you will save me 60 hours, does that mean you will work for 60 hours?

Maybe. Maybe more. Maybe less. Here’s what you should know – our systems, processes, and skilled team are designed to be incredibly efficient. With the help of advanced AI tools like ChatGPT, our executive assistants can achieve the desired outcomes in much less time compared to the average assistant in your home country. Whether it takes us 12, 26, 56, or even 80 hours, the focus still isn’t on the hours worked but on the 60 hours we save you each month. And that we will.

Absolutely. By taking over your time-consuming tasks, our EAs free you up to focus on growth strategies, innovation, and other high-impact activities that drive your business forward.

First of all – if you never had an assistant, you (in 99% of cases) do not need a full-time assistant from the get go. So, in that case, the question is pretty irrelevant because we both know that if you would go out and look for a part-time hire by yourself, there is no way you would find a great person on your own (because anybody great, usually wants to have a full-time career). But even if you would somehow need and want full-time help (either freelance or in-house), you still need to find it… train it… and then figure out all the systems to streamline your processes. Which as you know – takes a bunch of time. With DonnaPro, on the other hand, you get connected (without any real effort on your part) with an exceptional virtual EA who works with us full-time but is available to you on a part-time basis. And yes – she (or he) comes equipped with a backpack full of experts – business consultants, account managers, marketers, and other seasoned executive assistants whose main job is to save you more time and create more added value than if you would hire a full-time assistant.

Pricing is straightforward. The basic package costs 2,500€ per month. No other hidden monthly costs. If at some point you feel you need more support, we expand your “package.” That is it. See more in the pricing section.

We get it—starting small can feel like a safer bet. But here’s the truth: 60 hours of saved time is where the magic happens. Anything less? It’s just not going to move the needle. Our experience shows that saving 10 or 20 hours won’t deliver the game-changing impact you’re after. We’re here to help you make big strides, not just baby steps. That’s why we’re all in on the 60-hour package—it’s the sweet spot where your investment in an executive assistant truly pays off.

Yes, there is a one-time “setup fee” of 1,000€. Here’s why ; when you commit to working with DonnaPro, our process doesn’t start on day one with your assistant diving into tasks because that would be like trying to tango in flip-flops. Instead, we invest the first 14 days in getting to know your business, understanding your unique needs, and matching you with the perfect executive assistant. This period includes comprehensive onboarding, consultations, internal team meetings, and kick-off sessions designed to set the foundation for a successful partnership.

By the time your assistant officially starts on day 15, they’re fully equipped and ready to make an immediate impact on your business. The regular fee of 2,500€ begins from day 15 onward. The 1,000€ “setup fee” ensures that these first crucial 14 days are dedicated entirely to understanding your business and setting up for success, allowing us to tailor our services specifically to your needs.

If your business is growing and you need even more support, we’ve got you covered. As your needs evolve, our EAs can seamlessly take on additional tasks and projects to save you even more time. Just let us know, and we’ll scale up the support to match your expanding business.

While it’s a compliment we cherish, bringing your EA in-house is pretty rare. Why? Because you’re not just working with one person—you’re tapping into a full team of experts, including consultants, account managers, quality manager, and your EA. To duplicate this powerhouse of support, you’d need to recruit an entire crew! But if you still want to explore the idea, we’ve got procedures and options in place. Just reach out to us for the details.

Beyond your EA, you’ll have access to a whole team of experts, from business consultants to account managers. This ensures you’re never left without the guidance or assistance you need to succeed.

We understand. While your business is indeed unique, we’ve worked across 110+ different industries, and we’re confident we can help you too. The only no-go for us are businesses that are shady, unethical… or just plain weird.

Getting Started

We do business in over 80% of European countries, so yours is likely included. The only countries where we are currently not active are Russia, Ukraine, Turkey, Serbia, Bosnia, Kosovo, North Macedonia, Macedonia, and Belarus.

During the session, we ask targeted questions to understand your needs and goals, ensuring we are fit to help you reach your goals. We are assuming you will also ask some questions, and once you do, we will both decide if we want to move forward or not. Even if the answer is ‘no,’ you’ll still leave with valuable insights and actionable steps to boost your efficiency and reclaim your time.

It’s pretty easy. Once you apply, we’ll take you through our well-crafted onboarding process… and then match you with the DonnaPro EA who best fits your needs.

Yes. This will be one of your most important team members if not the most important one, and having them on a “verbal agreement” would be really… how should we say it… stupid. And not responsible. So yes – we will sign a contract. It is elementary and on point, but unlike the majority of other companies, we do not tie you down with a binding contract for a month, three months, or even six months. When you start, we offer a zero-commitment policy for the first 60 days. If you’re unsatisfied in that period, we’ll work with you to find a better match or part ways with no hard feelings and no notice period.

Yes, we understand the importance of making sure everything clicks. That’s why we offer a zero-commitment policy for the first 60 days, giving you time to see how well your EA fits your needs.

It’s just amazing. You have never seen anything like that when working with any “agency,” “contractor,” or “service provider.” Get on the call and see what we are all about.

We know that choosing who to work with is a big decision. However, to save you time, we handle the entire vetting and matching process. Our system is designed to find the perfect match for your needs, so you won’t need to go through the interview process yourself. Trust us—we’ve refined this to a science, ensuring you’re paired with a top-notch assistant who’s ready to hit the ground running.

We know your time is valuable, so we work quickly to get you paired with the perfect EA. However, due to high demand, we may have a short waiting list. We recommend checking our availability to secure your spot in line and start reclaiming your time as soon as possible.

When Things Don’t Go As Planned

Yes. While our thorough onboarding and matching process makes this scenario rare, we understand that finding the perfect fit is crucial. If you feel your current EA isn’t the right match, we’ll swiftly work on finding a better fit within our team to ensure your needs are met seamlessly.

It’s unlikely, but we understand that it might happen. Because we are so confident in what we have, we are one of the few (if not the only) Executive Assistant Agencies that do not tie you down with a binding contract for a month, three months, or even six months. When you start, we offer a zero-commitment policy for the first 60 days. If you’re unsatisfied during that period—whether we fell short or you didn’t fully engage—we’ll work with you to find a better match or part ways with no hard feelings and no notice period.

At DonnaPro, we take great care during our onboarding process to ensure that we’re a good fit for each other. This process helps us identify clients who align with our values and are committed to a productive partnership. However, if it turns out that you’re not engaging with our team or are consistently disrespectful, we reserve the right to end the relationship. We believe in mutual respect and collaboration—if that’s not happening, it’s better for both parties to part ways.

DonnaPro is all about flexibility. As your business evolves, so can your EA’s role. Whether you need additional support, a shift in focus, or a completely new skill set, we adapt to your changing needs seamlessly.

While this is highly unlikely, we do understand that, in theory, it might happen. That’s why we’re creating systems and standard operating procedures as we work with you. This ensures that if your EA ever leaves, another DonnaPro team member can seamlessly step in and take over, as the majority of important details are already documented.

What if I have further questions?

That is great. That means that you are interested.

Our advice is that you sign up for a free 30-minute strategy session where we will answer your questions and see if we are a great FIT for each other.

Revolutionizing executive support for CEOs and founders across Europe.

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