How Much Does an Executive Assistant Cost? The Formula Every Leader Needs to Know…
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Written by:
Filip Pesek
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Maybe it was the mountain of emails you couldn’t conquer or the double-booked meetings that kept you awake at night. Whatever the tipping point, you’ve made the decision: it’s time to delegate. You’re ready for an Executive Assistant (EA). But before you move forward, one burning question needs an answer: how much does an executive assistant cost?
There’s no shortage of articles breaking down EA salaries for full-time hires, hourly rates for part-time or virtual EAs, and overhead costs. We’ll cover those, too. But more importantly, this isn’t just about the money-it’s about value. In this guide, we’ll equip you with a simple, practical formula that helps you calculate the real ROI of hiring an executive assistant. You’ll learn how much executive assistants costs and how to choose one that fits your specific needs and budget, ensuring your investment pays off in time, efficiency, and peace of mind-maximizing the return on your investment.
Before we get into the numbers, it’s essential to understand the role of an executive assistant and why the right EA can transform your work and life.
Think of an EA as your strategic partner-not just someone to manage your inbox or calendar but someone who enables you to work smarter. They protect your time, streamline operations, and create space for you to focus on what drives business growth and success. Whether it’s orchestrating a complex product launch, coordinating global travel, or acting as a buffer between you and distractions, a skilled executive assistant is more than a helper-they’re a multiplier.
But here’s the catch: not all EAs are created equal. Differences in skills, experience, and fit can dramatically impact their effectiveness-and your bottom line (i.e., what they cost you).
In the sections ahead, we’ll break down the costs, explore the nuances, and guide you toward finding an executive assistant who isn’t just an expense but a true asset.
Table of Contents
Understanding the Role of an Executive Assistant
The Types of Executive Assistants
In-House EAs
An In-House Executive Assistant (EA) is a full-time member of a company’s team, recruited and onboarded internally through HR-a process that’s both costly and time-intensive. They provide high-level, personalized support to senior executives, handling tasks like strategic planning, calendar management, and project coordination, and are often attracted by a competitive salary. This long-term commitment is best suited to leaders with a significant volume of monthly tasks to delegate. While traditionally office-based, in-house EAs can also work remotely or in hybrid roles, depending on the organization’s needs.
Standard Virtual Assistants
A Virtual Assistant (VA) is a remote professional who provides flexible, cost-effective support for routine administrative tasks like email management, data entry, and scheduling. Typically hired through freelance platforms such as Fiverr or Upwork, or recruitment agencies such as Prialto, VAs are an affordable option for leaders seeking short-term or task-based help with daily operations, regardless of geographical location. However, this affordability often comes with trade-offs: inconsistent work quality, limited understanding of your business, and increased back-and-forth communication. These factors can add to a leader’s mental load, making VAs less suited for those needing deeper, proactive support.
Virtual Executive Assistants (The Sweet Spot)
A Virtual or Remote Executive Assistant (Virtual EA) offers high-level, proactive support tailored to the unique needs of leaders and businesses-without the overhead of in-house staff. Think of them as top-tier Virtual Assistants with added strategic insight and expertise in handling business-critical tasks, such as executive calendar management, project coordination, and strategic planning. Unlike standard VAs, Virtual EAs align closely with business goals, providing consistency and precision.
Virtual EAs are usually incredibly cost-efficient, as they can be hired part-time or full-time based on workload. For the best results, assistant agencies like DonnaPro offer pre-vetted and trained Virtual EAs, eliminating onboarding hassles and HR costs while ensuring seamless integration into your workflow.
Factors Affecting the Cost of an Executive Assistant
The cost of hiring an Executive Assistant can vary greatly depending on several key factors. From experience and expertise to whether the role is remote or in-house, these variables impact not only salary but also the value the assistant brings to your organization. Understanding these factors is essential for making an informed decision and maximizing your return on investment. Let’s dive into the main considerations:
1. Years of Experience
The level of experience significantly affects an Executive Assistant’s pay.
- Entry-Level Assistants: Typically earn €5-€25/hour, depending on location.
- Senior Executive Assistants: Command €20-€75+/hour or more, reflecting their advanced problem-solving skills and efficiency.
2. Remote vs. In-House
Whether the assistant works remotely or on-site has a substantial impact on costs:
- In-House Assistants: Come with additional expenses like office space, equipment, and employee benefits (e.g., health insurance, paid leave).
- Remote Assistants: Virtual Executive Assistants or Virtual Assistants eliminate these overheads, offering a more cost-effective solution.
3. Part-Time vs. Full-Time
- Part-Time: Best for smaller businesses or leaders with lighter workloads. Offers flexibility and lower overall costs due to fewer hours worked.
- Full-Time: Ideal for executives in bigger companies (50+ team members) who have outgrown the part-time assistant model and require consistent 160-hour-per-month support.
4. Location
Geography plays a crucial role in salary variations, as cost-of-living differences directly influence pay expectations.
- London: In-house, full-time EAs earn between £35,000–£100,000/year.
- Lisbon: In-house, full-time EAs earn between €20,000–€35,000/year.
- Remote/Virtual Assistants: Rates depend on expertise and range from €18000€–€54000/year (equivalent to €1,500 to €4,500 per month).
For a detailed breakdown of location-specific salaries for full-time in-house EAs, see the table below. While exact costs will depend on your specific circumstances, the table highlights the average gross salary for employees in various countries. Mid-range EAs typically earn salaries comparable to the averages shown in the middle column, while the final column estimates the salary of a top-tier in-house Executive Assistant. These figures reflect at least a 15% premium above the national average, accounting for their expertise, advanced skills, and the high demand for experienced EAs. Please note that these estimates exclude additional overhead expenses such as benefits, taxes, and office space, which could further increase the total cost.
| 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 |
5. Expertise and Special Skills
Executive Assistants with specialized skills or advanced expertise command higher pay.
Example: An EA fluent in German, English, and French working for a global, multilingual company could demand a salary premium of 20–40% above the average.
6. Hiring Directly vs. Through an Agency
How you hire also affects the total cost:
- Direct Hire: Involves upfront recruitment and onboarding costs, plus ongoing expenses like taxes and social security contributions.
- Agency or Platform: Virtual assistant services like DonnaPro provide a turn-key solution, offering pre-vetted, highly skilled Virtual EAs. This approach saves time and ensures quality, with seamless onboarding included.
Now that we’ve explored the factors influencing cost, let’s move on to a simple formula every leader needs to calculate the true value of an Executive Assistant.
The EA Cost Formula Every Leader Needs to Know
Hiring a Executive Assistant isn’t just about reducing your workload—it’s about unlocking the value of your time. Every hour you spend buried in emails or scheduling meetings is an hour you could use to close deals, develop strategy, or grow your business.
Let’s break it down with a formula that shows the true cost of hiring a Virtual EA versus the value they bring by freeing up your most valuable resource: your time.
The EA Cost Formula: Unlocking ROI
Net Value Saved = (Time Saved in Hours × Exec’s Hourly Rate) − Cost of Virtual EA
This simple formula reveals how much financial value you gain by delegating. The equation balances your time saved against the investment in a Virtual EA.
Example Calculation:
For this example, imagine your time is worth €200/hour or more (which is likely true if you focus that same hour on strategic tasks, sales initiatives, or anything else that drives added value) and you hire a part-time EA through an agency like Boldy, BELAY, or DonnaPro:
- Cost of Part-Time Virtual EA: €2,500/month
- Time Saved: 60 hours/month
- Your Hourly Rate (time value): €200/hour
Step 1: Calculate the Value of Time Saved
Time Value Saved = Time Saved (Hours) × Exec’s Hourly Rate
Time Value Saved = 60 × 200 = €12,000
Step 2: Subtract the EA Cost
Net Value Saved = Time Value Saved − Cost of Virtual EA
Net Value Saved = 12,000 − 2,500 = €9,500
Result
By delegating 60 hours of work, you unlock €9,500 in value every month-calculated as the worth of your time saved. Instead of spending those hours on administrative or low-priority tasks, you can redirect that time to high-impact activities, like sales activities, closing deals, strategizing growth, or strengthening client relationships.
This formula highlights the return on investment (ROI) when you consider the value of your time saved.
Most EA agencies or standard virtual assistants sell their services by the hour-but as you’ve seen in our formula, the number of hours an assistant works doesn’t matter nearly as much as the hours they save you. That’s what sets DonnaPro apart. Their unique model isn’t based on how many hours their EAs work-it’s based on how many hours you save.
Thier promise?
DonnaPro will save you up to 60 hours per month, every month.
If you’re ready to reclaim your time and focus on what truly matters, reach out to DonnaPro Assistant Agency here.
Or, if you know a founder, CEO, or leader who could benefit from their services, forward this article to them and help them calculate the savings they can unlock with the right EA.
How to Choose the Right Executive Assistant In 5 Simple Steps
Choosing the right Executive Assistant isn’t just about numbers-it’s about finding someone who aligns with your goals, understands your workflow, and amplifies your productivity.
According to Forbers, virtual EAs can offer financial benefits beyond time savings.
Whether you’re a founder scaling a startup or a seasoned executive steering a multinational company, the right EA can transform how you lead. Here’s how to make the smartest choice for your needs:
1. Understand Your Priorities
Start by listing the tasks you need to delegate. Are they strictly administrative, or do they extend to complex projects that require strategic thinking, decision-making support, or even project management? The nature of your workload-and your leadership style-will determine whether you need a standard VA or a more premium solution (such as an in-house EA or virtual EA).
2. Assess Your Budget
Be realistic about what you can afford, but also weigh the cost against the value an executive assistant brings to your business. While hiring the cheapest option may save you money upfront, it often leads to inefficiencies, poor execution, and higher turnover.
An investment in the right EA delivers measurable ROI by saving you time, reducing stress, and freeing you to focus on what you do best-whether that’s sales, strategy, or scaling operations.
3. Decide on Full-Time vs. Part-Time
Do you need a full-time EA, or can a part-time Virtual EA handle your workload?
If you’ve never had an assistant before or your company has fewer than 40 employees, chances are (about 99% of the time) you don’t need a full-time assistant right away. While the obvious option might seem to be hiring a part-time in-house EA, that’s nearly impossible-top talent typically seeks full-time roles.
Virtual assistant agencies like Boldy, BELAY, or DonnaPro solve that problem. They connect you with a highly skilled virtual EA who works full-time with them but is available to you on a part-time basis.
It’s also worth noting that with a turnkey solution like this, you eliminate all the usual HR headaches.
4. Consult the EA Cost Formula
Use the EA Cost Formula to calculate the true cost of hiring an assistant. Don’t just focus on the salary; factor in:
- Additional expenses like benefits and equipment for in-house assistants.
- Overhead costs for recruitment, onboarding, and training.
- The value of time saved, which can be converted into revenue-generating or high-impact activities for your business.
A practical, ROI-driven approach ensures you’re making a decision that’s financially sound-and operationally impactful.
5. Prioritize the Right Qualities
An exceptional EA isn’t just a doer-they’re a partner who can elevate your leadership. Look for someone who embodies these key traits:
- Proactivity: They anticipate problems and act before you even notice them.
- Problem-solving skills: They thrive in ambiguity and can find solutions with minimal input.
- Tech-savviness: Familiarity with tools like Notion, Slack, CRMs, and project management software is essential.
- Cultural fit: For startups, you need someone who thrives in a fast-paced, informal environment. For established companies, professionalism and discretion may take priority.
Conclusion
Hiring an Executive Assistant isn’t just an expense-it’s a strategic investment in your leadership, efficiency, and long-term success. By delegating the right tasks to the right assistant, you gain the freedom to focus on what truly drives your business forward: growth, closing deals, and making a meaningful impact.
Ready to find the perfect EA for your needs?
Start by reviewing the 5 steps outlined in this article, use the formula to calculate the value of your time versus the cost of hiring an executive assistant, and take the next step toward transforming your productivity and business outcomes.
FAQ
What is the average cost of hiring an Executive Assistant?
The cost of hiring an Executive Assistant varies widely based on factors like experience, location, and whether the role is in-house or virtual. In-house Executive Assistants typically earn between €20,000 and €100,000 annually, depending on location and expertise, while Virtual Executive Assistants range from €18,000 to €54,000 per year.
What are the key benefits of hiring a Virtual Executive Assistant over an in-house assistant?
Virtual Executive Assistants offer cost-effective support without the overhead costs of in-house employees, such as office space and benefits. They provide high-level, proactive support tailored to a leader’s needs, enabling flexibility and access to a broader talent pool while eliminating HR headaches.
What qualities should I prioritize when hiring an Executive Assistant?
Look for traits like proactivity, problem-solving skills, tech-savviness, and cultural fit. An exceptional EA should anticipate challenges, offer solutions, and integrate seamlessly into your workflow to amplify your productivity.
