The Ultimate 2025 Comparison: Virtual Assistants vs Remote Executive Assistants vs In-House EAs
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Written by:
Filip Pesek
- Published:
It’s 11:45 PM, and Alex, a 35-year-old tech startup founder & CEO, is still glued to his laptop. His inbox is a battlefield of unanswered emails. A critical meeting tomorrow remains unprepared for. His wife has long gone to bed, disappointed yet again. His kids left their homework on the kitchen table, hoping he’d check it-but he didn’t have the time.
Alex didn’t build his company to live like this. He’s a visionary, a strategist, a problem-solver. But somewhere along the way, his role shifted from leader to overwhelmed task manager.
Sound familiar?
For leaders like Alex, success comes with a hidden cost: the crushing weight of administrative chaos that pulls them away from what truly matters-whether it’s growing their business, spending time with their families, or safeguarding their health.
The question isn’t whether Alex needs help; it’s which type of assistant help will transform his day-to-day struggles into opportunities for growth and freedom.
Is the best fit a virtual assistant (VA)? Is it an in-house executive assistant? Or perhaps a remote executive assistant (remote EA)?
Each option offers distinct advantages-and challenges. Understanding these differences is the first step toward reclaiming time, focus, and balance.
Table of Contents
Understanding Their Roles ; Virtual Assistants vs Remote Executive Assistants vs In-House EAs
To help executive leaders like Alex identify the right fit for their needs, business, and growth stage, we need to understand the available options.
Here’s a closer look at the three most common types of assistants and a quick overview of their specific roles:
What is a Virtual Assistant?
Investopedia defines a Virtual Assistant (VA) – sometimes also called a virtual executive assistant or administrative assistant – as a remote person who offers flexible solutions and handles routine administrative tasks such as email management, data entry, and scheduling. They are often hired through freelance platforms or agencies and are known for their affordability and flexibility.
What is an In-House Executive Assistant?
An In-House Executive Assistant (EA) is typically part of the company’s internal team, offering personalized support tailored to a leader’s needs. Executive assistants work closely with senior executives or C-level leaders, providing high-level administrative support and managing complex and critical tasks, such as strategic planning, calendar management, project management and more. While traditionally associated with working in a physical office environment, they can also operate remotely or in a hybrid setup, depending on the business’s structure and requirements. In-House EAs often play a vital role in maintaining company culture and ensuring seamless communication across the organization.
What is a Remote Executive Assistant?
A Remote Executive Assistant (Remote EA) provides proactive, high-level support tailored to the needs of leaders and businesses (without the need for in-house staff). Think of a Remote EA as a top-tier Virtual Assistant with strategic insight, elite project management expertise, and the ability to handle high-level, business-critical tasks with precision. Unlike VAs, who handle only repetitive tasks, Remote EAs align closely with business goals, tackling responsibilities like executive calendar and email management, project coordination, strategic planning and more.
Now, let’s break down the strengths, weaknesses, price points, and use cases for each, so you can decide on the “virtual assistants vs remote executive assistants vs in-house executive assistants” dilemma.
Option 1: The Virtual Assistant – Affordable, But Limited
If your needs revolve around basic, repetitive tasks and routine, administrative, or general office duties only, a Virtual Assistant (VA) might be a good fit.
VAs are typically hired through freelance platforms like Fiverr, Upwork, or agencies that have their talent based in Asia or Latin America, offering affordability and flexibility for straightforward administrative needs and basic virtual assistant services.
This option works well if you’re not seeking a premium solution and are comfortable with a potential trade-off in quality or strategic depth.
What Can a Virtual Assistant Do?
Virtual Assistants specialize in handling remote assistant tasks such as:
- Email Management: organizing your email inbox.
- Calendar Management: Scheduling appointments and meetings.
- Data entry and basic reporting.
- Researching topics or contacts online.
- Personal tasks.
- Social media management: scheduling or light content posting.
- Other administrative duties.
They provide essential administrative support to enhance productivity and efficiency within businesses.
The Pros and Cons of Virtual Assistants
Why virtual assistants are Great:
- Cost-effective: Affordable rates, especially for repetitive or time-consuming tasks.
- Flexible: Can work remotely on an as-needed basis.
- Ideal for Projects: Perfect for short-term, well-defined tasks.
What could be a problem with virtual assistants:
- Strategic Insight: VAs are task-oriented, not goal-oriented. They follow instructions but rarely provide proactive support.
- Dependency: Expect frequent pings asking, “Should I do this?” or “How do I handle this?”—adding to your workload instead of reducing it
- Predictability: Quality, availability, and commitment can vary widely on freelance platforms.
- Security: VAs hired through platforms like Fiverr or Upwork are not backed by an additional formal structure or organization, leaving you with limited recourse if issues arise.
Who Should Hire a Virtual Assistant?
VAs are best suited for CEOs, founders, managers or other people with clear, well-defined, routine administrative duties or tasks. While VAs are great at following instructions, they’re not equipped to take ownership of strategic or complex projects.
If you’re looking for more proactive, strategic support, keep reading.
Option 2: The In-House Executive Assistant - Personalized, But Expensive
For business leaders, seeking hands-on, personalized support and a closer working relationship, hiring an in-house Executive Assistant (EA) can be an appealing option.
In-house EAs offer loyalty, cultural alignment, and the potential for seamless integration into a leadership and executive team. They provide executive support by managing complex tasks, making executive decisions, and enhancing the productivity of senior executives or C-suite leaders, which is crucial for effective business operations. Whether working on-site, remotely, or in a hybrid capacity, they can adapt to the company’s operational structure.
However, finding the right in-house EA still comes with significant costs and challenges, including recruitment, onboarding, and maintaining long-term commitment.
The Benefits of an In-House Executive Assistant
Why in-house EAs are great:
- Proximity and Accessibility: Present or available in the office for face-to-face interaction, or via Zoom or Teams if you have a remote-based company.
- Tailored Support: Develops a deep understanding of your preferences and working style over time.
- Cultural Alignment: Seamlessly integrate into your company culture.
- Commitment: Often invested in the long-term success of your business.
The Challenges of an In-House Executive Assistant
What could be a problem with in-house EAs:
- Time to Hire: The hiring process can take months-posting job ads, conducting interviews, and checking references-a significant drain on your time.
- High Cost: Competitive salaries, benefits, and onboarding expenses add up quickly.
- Availability Gaps: Sick days, vacations, or emergencies can leave you without support when you need it most.
- Risk of Underutilization: If you can’t delegate a full 160-hour workload, their time (and your investment) may go to waste.
The Cost of an In-House Executive Assistant
When calculating the cost of an in-house Executive Assistant, it’s essential to consider more than just their salary. Overhead expenses-such as laptops, office space, team-building activities, holidays, sick days, training, social contributions, and benefits packages-can quickly add up, often making an in-house hire significantly more expensive than initially expected.
While it’s difficult to estimate how much these additional costs might be in your specific case, we’ve prepared a table showcasing the average gross salary for employees in various countries. The final column highlights the estimated salary for a top-tier in-house EA, which is typically at least 15% higher than the average salary in their respective country due to their expertise and demand. Please note that overhead expenses are not included in these figures.
| Country | Average Gross Salary | Top In House EA |
|---|---|---|
| Austria | €7,808.00 | €8,979.20 |
| Belgium | €5,032.00 | €5,786.80 |
| Bulgaria | €1,215.00 | €1,397.25 |
| Croatia | €1,898.00 | €2,182.70 |
| Cyprus | €2,494.00 | €2,868.10 |
| Czech Republic | €2,126.00 | €2,444.90 |
| Denmark | €7,433.00 | €8,547.95 |
| Estonia | €2,582.00 | €2,969.30 |
| Finland | €4,497.00 | €5,171.55 |
| France | €5,231.00 | €6,015.65 |
| Germany | €4,839.00 | €5,564.85 |
| Greece | €2,004.00 | €2,304.60 |
| Hungary | €1,781.00 | €2,048.15 |
| Iceland | €6,082.00 | €6,994.30 |
| Ireland | €5,220.00 | €6,003.00 |
| Italy | €3,464.00 | €3,983.60 |
| Latvia | €2,101.00 | €2,416.15 |
| Lithuania | €2,195.00 | €2,524.25 |
| Luxembourg | €5,611.00 | €6,452.65 |
| Malta | €1,715.00 | €1,972.25 |
| Netherlands | €4,823.00 | €5,546.45 |
| Norway | €6,651.00 | €7,648.65 |
| Poland | €2,192.00 | €2,520.80 |
| Portugal | €2,189.00 | €2,517.35 |
| Romania | €1,731.00 | €1,990.65 |
| Slovakia | €2,137.00 | €2,457.55 |
| Spain | €3,639.00 | €4,184.85 |
| Sweden | €4,844.00 | €5,570.60 |
| Switzerland | €7,499.00 | €8,623.85 |
| UK | €3,809.00 | €4,380.35 |
| USA | €5,957.00 | €6,850.55 |
Who Should Choose an In-House EA?
If you’ve previously worked with a part-time virtual or part-time personal assistant and found the experience valuable, but your growing business demands require deeper, more comprehensive support, it may be time to consider upgrading to a full-time Executive Assistant.
However, if you don’t have a 160-hour workload… or the cost and commitment of an in-house hire aren’t practical… or you’re hesitant about a freelance virtual assistant with limited accountability, there’s a better option: Remote Executive Assistants.
Option 3: The Remote Executive Assistant – Bridging the Gap
Remote Executive Assistants (Remote EAs) provide the perfect middle ground between the affordability of a virtual assistant and the strategic expertise of an in-house EA.
These Remote EAs are highly skilled professionals who usually work full-time within specialized executive assistant agencies like DonnaPro. While they dedicate their careers to delivering high-level, scalable support, they’re available to your business on a part-time basis.
This allows leaders like Alex to access their expertise and flexibility without the need to hire a full-time employee.
Be aware! Since there are no strict regulations governing the use of titles like “Executive Assistant,” some companies or individuals may label themselves as such while actually offering basic virtual assistant services. This can be a marketing tactic to justify higher fees. Before hiring through platforms like Fiverr, Upwork, or even agencies, it’s crucial to do your due diligence. Take the time to speak with them and ask at least five basic business-related questions. This simple step will quickly reveal whether you’re dealing with a genuine executive assistant or someone merely claiming the title.
Remote Executive Assistants: The Benefits and Drawbacks You Need to Know
Why remote EAs are great:
- Strategic Insight: Proactive partners who align with your business goals and anticipate your needs.
- Quick Start: Pre-trained and vetted, they require minimal onboarding.
- Scalability: Adapt to your business as it grows.
- Tech-Savvy: Skilled in leveraging tools like AI and automation for efficiency.
- Cost-Effective: Deliver high-level support without the overhead of in-house hires.
What could be a problem with remote EAs:
As your business grows, you may eventually require more support than a part-time Remote EA can offer, leading you to transition to a full-time, in-house hire. However, starting with a Remote EA allows you to access scalable, professional support upfront, without the long-term commitment or risk of hiring a full-time employee too early.
Who Should Choose a Remote Executive Assistant?
Any CEO, founder or C-suite executive growing their business and seeking professional, reliable support to save time-rather than add more headaches-should consider a Remote EA. As argued in an article by Forbes, leaders who offload tasks to remote executive assistants can free up hours every week, allowing them to focus where it matters: on strategic planning, innovation and growth.
For leaders who have never worked with a full-time, in-house EA, starting with a Remote EA is an excellent way to experience the benefits of executive assistance without the long-term commitment.
Now that we’ve explored the three options, let’s summarize the key differences to help you decide on your ideal assistant.
Key Differences Between VAs, Inhouse EAs, and Remote EAs
Experience Level and Employment Status
Virtual Assistants (VAs):
- Typically entry-level to mid-level, focused on task execution rather than strategic initiatives.
- Work as freelancers or contractors without employment benefits, offering global hiring flexibility, especially from cost-effective regions like Eastern Europe, Latin America or Asia.
In-House Executive Assistants:
- Mid to senior-level professionals with extensive experience in supporting leadership teams.
- Employed full-time under local labor laws with fixed salaries, benefits, and legal protections.
Remote Executive Assistants (Remote EAs):
- Mid to senior level experts, comparable to in-house EAs but skilled in remote collaboration.
- You usually access their services through a specialized virtual assistant agency. Whether they are employed or contracted by the agency, your legal relationship is with the agency itself-similar to working with a marketing or accounting service provider.
Qualifications
Virtual Assistants (VAs):
- Often self-taught with certifications from online platforms; specialization is niche but less common.
In-House Executive Assistants (In-House EAs):
- Typically hold degrees (e.g., business administration) and certifications, though a degree is not the sole indicator of their quality. Industry-specific experience is common.
Remote Executive Assistants (Remote EAs):
- Often possess degrees (e.g., business administration) and relevant certifications, though their quality is better reflected by their skills and experience rather than formal education. Industry-specific expertise is frequently seen.
| Category | VAs | In-house EAs | Remote EAs |
|---|---|---|---|
| Skills & Qualifications | Generalist, task-based skills; entry-level. | Advanced skills, corporate experience, certifications. | Advanced skills tailored for virtual work. |
| Experience Level | Entry to mid-level; task-focused. | Mid to senior-level; strategic expertise. | Mid to senior-level; remote-savvy professionals. |
| Scope of Work | Basic admin tasks, research, social media. | Basic admin tasks, project management, strategic planning, complex tasks | Basic admin tasks, project management, strategic planning, complex tasks |
| Flexibility | Highly flexible, hourly or project-based. | Fixed schedules, office-based. | Flexible hours, cross-time zone adaptability. |
| Employment Status | Freelancers / contractors, no benefits. | Full-time employees with full benefits. | Employees or contractors; varied flexibility. |
Scope of Work and Flexibility
Virtual Assistants (VAs):
- Task-focused scope including inbox management, research, scheduling, simple travel arrangements, and social media management.
- Extremely flexible, working hourly or on a project basis.
In-House Executive Assistants (In-House EAs):
- Responsible for more complex tasks that require a higher level of trust and understanding of the business, such as coordinating meetings, project management, strategic planning, and high-level decision-making.
- Fixed office or remote based hours (9-to-5) with less flexibility, typically aligned to corporate schedules.
Remote Executive Assistants (Remote EAs):
- Combines task execution with strategic support: calendar and travel management, virtual meeting coordination, project oversight, strategy and more
- Blends traditional EA expertise with virtual collaboration tools (e.g., Asana, Notion, Slack, etc).
- Highly adaptable, supporting global executives, c-suite leaders and founders with flexible working hours.
While an Executive Assistant (EA) can handle high-level responsibilities such as complex task execution, project management, strategic planning, process optimization, and stakeholder coordination, their true strength lies in their versatility. This means they seamlessly integrate the essential yet time-consuming “boring” admin tasks into their workflow while remaining ready to support you with critical high-level initiatives.
At DonnaPro for example, they guarantee that their part-time remote EAs are equipped to handle a wide variety of tasks, such as…
- Managing emails
- Managing calendars and meetings
- Travel planning
- Conducting research
- Preparing briefs for meetings
- Assisting with event organization
- Drafting offers and proposals
- Performing data analysis & creating reports
- Executing basic marketing tasks
- Managing projects
- Handling basic HR tasks
- Supporting investor relations
- Perfecting Standard Operating Procedures (SOPs)
- Organizing notes, folders, and files
- Client Relationship Management (CRM)
- Assisting with private tasks (holiday planning, personal events, etc.)
If interested in hearing more, see their full list of 50+ Executive Assistant tasks.
Choosing The Right Assistant
Deciding between virtual assistants / remote executive assistants / in-house EAs requires balancing your business needs with your budget. Here’s how to evaluate:
Assessing Your Business Needs
Understanding your priorities as a CEO or founder-whether it’s cost, flexibility, or strategic support-determines the ideal assistant.
- For CEOs and leaders prioritizing the cheapest option:
If you’re looking for someone based abroad to handle basic, routine administrative tasks that you clearly define, a Virtual Assistant (VA) is your go-to. They’re low-cost, flexible remote assistants, and well-suited for handling repetitive, execution-based tasks without the need for strategic input and thinking end-to-end.
- For CEOs and leaders who need full-time, premium, in-house support:
If your business has outgrown part-time assistance, an In-House Executive Assistant is the next logical step. These professionals excel at specialized tasks, becoming deeply embedded in your company culture and providing consistent, hands-on support tailored to your growing needs.
- For CEOs and leaders seeking part-time, premium remote support:
If you’re after proactive, strategic assistance but want to avoid the challenges of hiring full-time (e.g., cost, HR headaches), a Remote Executive Assistant (Remote EA) is the perfect fit. They offer premium, scalable support without the long-term commitments of a full-time hire.
As highlighted in Inc.’s article on executive assistants, the right (type of) assistant can be a leader’s secret weapon, supercharging productivity by taking ownership of administrative tasks and freeing them to focus on innovation and growth.
Budget and Cost Considerations: Virtual Assistants vs Remote Executive Assistants vs In-House EA
Virtual Assistants (VAs):
VAs are the most affordable option. Costs vary based on location and experience:
- Freelance Platforms (e.g., Upwork, Fiverr): €10–€30/hour.
- Agency-Based VAs: €1,000–€2,000/month for part-time support.
While budget-friendly, their limited strategic alignment makes them better suited for short-term, task-specific needs.
In-House Executive Assistants:
Hiring an in-house EA comes with a higher price tag:
- Average Salary in Central, Western and Northern Europe: €3,896/month (full-time).
- Additional costs: benefits, equipment, office space, and professional development.
This option is ideal for businesses that have outgrown part-time administrative support and require a dedicated, full-time professional to provide consistent, hands-on assistance tailored to their growing operational needs.
Remote Executive Assistants (Remote EAs):
Remote EAs provide strategic value without the costs of in-house hiring:
- Typical Rates: €1,500–€4,500/month (part-time).
Their fees reflect their expertise, offering high-impact support ideal for growing or fast-paced businesses.
The Leverage of a Skilled Assistant
The right assistant doesn’t just save you time-they amplify it. By taking over administrative tasks, they free you to focus on what really matters: strategy, innovation, and growth.
A great assistant isn’t just reactive; they’re proactive, anticipating challenges, clearing bottlenecks, managing calendars and keeping priorities on track.
The DonnaPro Promise
DonnaPro is the world’s first assistant service specialized exclusively for CEOs and Founders. By leveraging the support of a dedicated, part-time Executive Assistant, clients can save up to 60 hours per month-time that can be redirected toward business growth, personal priorities, or simply achieving a better work-life balance. If you know someone who might be interested in this service, send them to DonnaPro’s virtual executive assistant webpage.
The Impact on the Business
- Free up time for high-value decision-making.
- Improve operational efficiency.
- Enhance team collaboration and communication.
- Reduce stress and burnout.
- Eliminate bottlenecks and unlock buried opportunities.
Ultimately, finding the right assistant empowers you to lead with clarity and achieve more, both in business and life.
What To Do Before Hiring the Right Assistant?
1. Clarify Your Needs
Before starting your search, take a step back and analyze your workload. What tasks are draining your time and focus? Scheduling meetings, managing travel logistics, handling emails, managing projects or supporting strategic initiatives? Or all of these… and perhaps even more?
Make a list of everything you’d delegate to free up energy for higher-value work.
2. Define the Role
- Is this a full-time, part-time, or project-based position?
- What specific skills or experience would streamline your operations?
Clarifying these needs creates a strong foundation with strategic objectives that ensures you hire with precision and purpose.
3. Define their personality and working style
- Do they complement your pace-balancing fast decisions or providing calm structure?
- Will they integrate smoothly into your team and culture?
- Are they proactive?
Exceptional assistants anticipate needs, take initiative, and resolve challenges before they escalate.
Finding The Right Assistant
Once you’ve defined your basic needs and priorities, it’s time to begin your search:
- If you’re looking for a Virtual Assistant (VA):
Platforms like Fiverr and Upwork are great places to start. You can also search online for “virtual assistant agencies for [your role]” to find more streamlined options. - If you’re hiring an In-House Executive Assistant:
Prepare for a more involved process. You’ll need to create a detailed job post, share it on relevant job boards or portals, and manage the entire recruitment process, including shortlisting candidates, conducting interviews, and onboarding. - If you’re seeking a Part-Time Remote Executive Assistant:
Look for agencies or companies that specialize in providing premium remote executive assistant services. Their websites often provide detailed insights into their services, making it easier to find a fit that aligns with your business needs.
Conclusion: Empowering Your Business
Choosing the right assistant is a strategic decision shaped by your goals, resources, and the stage of your business. Whether you need task-specific support, personalized in-house collaboration, or flexible, high-level remote work assistance, aligning your choice with your unique needs is the foundation for growth.
Alex-the busy CEO & founder we mentioned at the beginning of this blog-went through the same process. Today, he couldn’t be more grateful for taking that step. One year later, his business is thriving. No more midnight emails, no more overwhelm. He’s leading a fast-growing, successful company, enjoying dinners with his family, and cheering at weekend soccer games. All of this became possible because Alex found the right assistant-a true partner who clears the clutter, anticipates his needs, and creates the space for what matters most.
Now, picture yourself a year from today: leading with clarity, achieving remarkable business growth, and enjoying a life where professional success and personal balance go hand in hand. That’s the power of choosing the right assistant. Take the first step now, and unlock a future where you can focus on what truly matters.
FAQ
What is the difference between a Virtual Assistant and a Remote Executive Assistant?
A Virtual Assistant handles task-specific, entry-level work such as scheduling and data entry, while a Remote Executive Assistant offers high-level strategic support, including project management and executive decision-making, tailored to business goals.
How do costs compare between Virtual Assistants, Remote EAs, and In-House EAs?
Virtual Assistants are the most budget-friendly, with hourly rates starting at €10. Remote EAs offer strategic support at mid-range costs, typically €1,500–€4,500/month. In-House EAs are the most expensive due to salaries, benefits, and overhead expenses.
Which type of assistant is best for a small business?
For small businesses, a Virtual Assistant or Remote Executive Assistant is often the best choice, providing cost-effective and flexible support without the need for full-time, in-house staff.
What are the main benefits of hiring a Remote Executive Assistant?
A Remote Executive Assistant provides high-level, strategic support, is cost-effective compared to an In-House EA, and offers flexibility with remote work capabilities, making them ideal for fast-paced businesses.
Why is an In-House Executive Assistant more expensive?
An In-House Executive Assistant is more expensive due to their full-time salary, benefits, recruitment costs, and overhead expenses, such as equipment and office space, making them a premium option for businesses.
