DonnaPro FAQ - Virtual Executive Assistant Service Questions Answered

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.

The Executive Assistants at DonnaPro are real, live professionals - highly skilled individuals with extensive experience supporting CEOs and founders. That said, they are also equipped with a range of AI-powered tools - including ChatGPT, Claude, Gemini, and others - to enhance their efficiency and deliver sharper, faster support.

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

Both. Right now, roughly 30% of our portfolio are first-time executive assistant users, and 70% have already worked with an assistant before. We know how to support both types.

If you've never had an EA, our team will give you a bit more hands-on guidance during the onboarding phase - helping you figure out what to delegate and how to build the working relationship. If you've had an assistant before, the process is more straightforward: we match you with the right person and you largely take it from there. Either way, we've got you covered.

A few things set us apart. First, specialization - DonnaPro is built exclusively for CEOs and founders. This isn't a general VA marketplace where you get whoever is available. Second, talent - we recruit from the top 1% of executive assistants in the EU, which means a high bar before anyone gets near a client.

But the bigger differentiator is the managed service model. When you hire a freelance EA or go through a traditional staffing agency, you still end up managing that person - onboarding them, training them, dealing with gaps when things go wrong. With DonnaPro, we handle all of that. Your EA comes pre-trained, supported by our internal team, and backed by a quality management layer that runs in the background. You get the output of a great assistant without the overhead of being her manager.

The result is a turnkey operational partnership - not just a person you've hired.

No. We only work with that specific clientele (CEO, MD, chairman, founder, or co-founder). If you are not in one of those roles, you can still apply and we might speak, but most likely we will not move forward, as this is not our focus.

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

A typical day begins with Donna reviewing your priorities-whether it’s managing emails, organizing your calendar, or handling specific tasks you’ve delegated. She ensures everything is perfectly organized and ready for you, from preparing for meetings to tackling research, travel planning, or schedule management.

Throughout the day, you’ll communicate as much or as little as you prefer-whether through voice messages, emails, task management tools like Asana… or regular check-ins via Zoom, Google Meet or Teams.

By the end of the day, Donna provides updates or summaries, so you’re always in the loop.

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.

Yes. Our EAs are fluent with the modern AI toolkit - ChatGPT, Claude, Gemini, Perplexity, and others depending on the task. Rather than treating AI as a novelty, they use it practically: to speed up research, draft communications, structure information, and handle tasks more efficiently. You get the human judgment of a top-tier EA, amplified by the best tools available.

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.

Not only can you - based on our experience, more than 98% of clients choose to do exactly that. And for good reason: once your EA has a company email address, she can access your inbox and calendar through delegated settings, and also connect to your CRMs, project management tools, and other platforms you rely on. It's a small step that significantly expands what she can handle on your behalf.

The majority of our clients are on the standard package, within which your EA does work with a small number of other clients. Workloads are carefully balanced to make sure you always get the attention you need.

However, if you decide from the start - or at any point down the line - that you want a full-time dedicated EA, we have that option too. In that case, she works exclusively for you.

Your EA is available throughout standard business hours and manages workload based on priority - not rigid time slots. Rather than splitting the day into fixed blocks per client, she handles tasks as they come in, responds within agreed timeframes, and ensures nothing falls through the cracks. The structure is built around responsiveness, not a stopwatch.

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.

That’s absolutely fine! About 1/3 of our clients manage multiple businesses, and Donna is more than equipped to handle the added complexity. Whether it’s managing separate calendars, keeping track of projects across ventures, or ensuring smooth communication with different teams, Donna adapts to your unique situation.

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 : )

Our assistants are exclusively from the European Union. They all speak excellent English and are based in various EU countries, including Germany, Finland, Estonia, Croatia, the Czech Republic, Spain, Portugal, and more.

Our CEO is a proud college dropout, and frankly, diplomas have never been a hiring factor for us. In fact, we never even asked! But just for you, we surveyed our current pool of EAs - turns out, 73% hold a graduate diploma or higher. The twist? There’s zero correlation between having a diploma and delivering top-notch results. What matters to us (and what should matter to you) is that every EA goes through our rigorous internal university system and has ongoing access to an exclusive EA community. This includes monthly webinars, peer support, mentoring, and constant feedback - keeping them at the top of their game so you get the best results, every time.

But hey - if having a diploma is a make-or-break factor for you, we’ll gladly take that into consideration. During onboarding, we’ll only match you with EAs who hold a diploma. Fair enough?

At DonnaPro, our entire team - from the corporate staff to the executive assistants - communicates in fluent, clear English. Not “broken English” that’s hard to follow, but real, solid English you can rely on. For more details, check out this quick video explanation from our CEO. And yes, many of our team members are multilingual. If you feel like you need support in another language, we can explore that during the no-obligation strategy session.

Pricing, Results and ROI

Yes.

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 / Claude , 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.

An in-house hire can be a great choice - assuming you know where to find the right talent, have the time to run a full recruitment process, are prepared to onboard and train that person, are willing to deal with HR headaches like benefits and holidays, and have the budget for a full-time salary. If none of those assumptions put you off, then by all means, go for it.

Most founders, though, don't want to deal with all of that - and many aren't even ready for a full-time assistant from day one.

DonnaPro's standard package gives you a top 1% EA, a fully managed service, and a turnkey setup where we handle all the training, management, and support - you just work with your assistant. And if you do eventually want someone full-time? We offer that too.

The difference: we're confident our talent is exceptional, and even then, we still handle all the management. You don't have to.

Yes, in certain cases. However, the standard DonnaPro model is designed around a fractional setup, as this approach has proven to be the most effective for the vast majority of founders, both in terms of results and flexibility. For leaders who require significantly higher coverage from day one, we offer expanded support options, including full-time setups. These are structured on a case-by-case basis and can be discussed during your strategy call.

Pricing is straightforward. The basic package costs €2,700 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.

Based on what we see across our clients, the standard model (€2,700 per month, ~60 hours saved) works extremely well for the vast majority of founders and CEOs, including those running teams of 10, 20, or even 100+ employees. However, if you already feel that you need significantly more capacity from day one, we can structure the support differently. Additional options are available internally and can be discussed during your free strategy call.

Yes, there is a one-time setup fee of €1,000 - but if you sign up for a call while our current promotion is still active, we’ll cover that fee for you.

Here’s why this onboarding period is normally valued at €1,000:

When you commit to working with DonnaPro, the process doesn’t begin with your assistant jumping straight into tasks. That would be like trying to tango in flip-flops.

Instead, we dedicate the first 9 days to deeply understanding your business, identifying your unique needs, and carefully matching you with the right Executive Assistant. This phase includes detailed onboarding, consultations, internal team meetings, and kick-off sessions – designed to lay the groundwork for a high-impact partnership.

By the time your assistant officially starts, they’re fully equipped and ready to make an immediate difference. The regular monthly fee of €2,700 begins only after the onboarding period ends.

In short, the €1,000 setup fee covers this critical ramp-up period - ensuring we tailor our approach to your specific goals and set you up for success from day one.

It’s a natural question, and while it does happen occasionally, it’s relatively rare. Most clients stay with DonnaPro because the value comes not just from the assistant, but from the entire system behind them. That includes recruiting, onboarding, training, ongoing management, quality control, and the ability to replace or support your EA if needed. Replicating that internally typically requires significant time, effort, and operational overhead. That said, we do have structured options in place, including buyout paths or expanded support setups. If this ever becomes relevant, we can walk you through the best approach.

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 don’t care where you’re from-our doors are open to anyone with good intentions and a positive mindset. As long as you’re not grumpy or “playing the victim”, we’d be delighted to work with you and help make your life easier.

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.