Virtual Executive Assistant for Managing Emails
Hire a remote, EU-based executive assistant from DonnaPro and delegate email management & more — so you can buy back 60 hours of your time each month.
*No strings attached, just actionable insights.
Drowning in Emails? You’re Not Alone.
Email management is one of the biggest silent productivity killers for CEOs and founders.
Your inbox quickly turns into a to-do list created by other people — full of scheduling back-and-forths, investor questions, client requests, and spam that slips through the filters.
That’s why smart founders are turning to virtual assistants for inbox management — not just to sort emails, but to reclaim time, mental clarity, and decision-making power.
At DonnaPro, our executive assistants specialize in email management for CEOs.
They don’t just organize your inbox — they take full ownership: drafting replies, labeling, filtering, following up, and flagging what actually needs your attention.
You’ll only see what matters — and you’ll finally stop checking your inbox 40 times a day.
The result? You get your focus back. You buy back hours every week. And your inbox becomes a system — not a source of stress.
What Email Management Actually Looks Like With DonnaPro Virtual Assistant Agency
Your inbox isn’t just a collection of emails — it’s a reflection of how you run your business. That’s why our approach to email management isn’t rushed — it’s methodical, strategic, and built around your voice.
Here’s how we gradually take over your inbox without losing your tone, context, or control:
Stage 1: Observation & Pattern Recognition
Your EA gains access to your inbox and spends the first few days observing how you communicate — your tone, priorities, types of messages, and what matters most to you. No changes yet. Just deep learning and note-taking.
Stage 2: Light Delegation & Structural Setup
Once aligned, your EA starts categorizing emails, flagging priorities, and drafting replies for your review. They'll also set up smart folders, filters, and basic SOPs — helping you get value while still staying in control.
Stage 3: Confident Handling of Recurring & Mid-Level Emails
Your EA begins responding directly to recurring messages, client check-ins, and lower-risk threads. More sensitive emails are still reviewed with you, but your inbox starts feeling significantly lighter.
Stage 4: Full Inbox Ownership
By this point, your EA will fully manage your inbox — replying, filtering, escalating only when needed. You’ll check email twice a day (if that), without missing a thing. This is where CEOs reclaim 60+ hours/month.
*Check if DonnaPro is a good fit for you (and vice versa).
Plus, your Executive Virtual Assistant will also take care of:
- Unsubscribing from spam and irrelevant emails
- Creating and updating email response templates
- Following up on unanswered messages
- Weekly email summaries and inbox insights
- Integrating inbox with calendar and task workflows
What Makes Our Virtual Executive Assistants Your Highest ROI Driving Team Member?
Donna saves you up to 60 hours per month
Count on saving up to 60 hours monthly with our virtual executive assistants, backed by unparalleled expert teams.
Donna is married to AI tools
Our executive assistants are real people. Real people who master AI tools and are therefore effective as squirrel hoarding nuts for winter.
Donna serves only CEO’s and founders
Executive assistance tailored only for CEO’s & founders. Not for freelancers, not for teams… for YOU.
Donna is remote
Say goodbye to concerns about office space, payroll taxes, equipment costs, and administrative burdens. Our fully remote team handles everything seamlessly - even ordering the perfect cup of coffee for you.
Donna is safe & secure
DonnaPro’s EA’s follow strict confidentiality protocols and are GDPR compliant. Every assistant is rigorously vetted, and security measures are formalized in every agreement. Think of our security like a high-tech vault—reinforced walls, locked tight, with access granted only to those you trust.
Donna is from the European Union
Our entire team is proudly based in the European Union, but our virtual assistant services know no borders. Whether you’re in Italy, Sweden, Germany, or currently living in Asia or Africa, we’d love to meet you.
Donna is not “pushing for the ring”
While most similar companies lock you into a 3-month contract, we differ. Enjoy our zero-commitment policy for the first 60 days and see the difference for yourself.
Donna masters your industry
Yes, your business is indeed unique. However, we've worked across 110+ industries (see the complete list here) and are confident we can help you, too.
*No Commitment for the first 2 months. Zero Risk.
Can DonnaPro Assistants Do Something Else Besides Email Management?
Our DonnaPro Virtual Executive Assistants are real, approachable professionals from the European Union, equipped with cutting-edge AI tools. And yes — while they excel at email management, they can handle much more, saving you up to 60 hours per month. For example…
Your assistant handles your inbox—sorting, replying, and flagging priority emails—so you only focus on what actually matters.
Your assistant organizes your schedule—booking, rescheduling, and optimizing meetings—so your calendar aligns with your priorities, not the other way around.
Your EA books flights, hotels, and more—turning complex trips into simple, stress-free travel experiences from start to finish.
Need data fast? Your EA digs deep into markets, competitors, and more—delivering research that drives smarter decisions.
Need data fast? Your EA prepares clear, actionable meeting briefs so you walk in prepared, confident, and fully in control of the agenda. Your EA digs deep into markets, competitors, and more—delivering research that drives smarter decisions.
From venue sourcing to guest list management, your EA handles event planning while you focus on showing up and shining.
Get proposals that win. Your EA drafts and formats offers that look sharp, sound clear, and align with your brand.
Your EA breaks down complex data into clean, usable reports—giving you insights without the spreadsheet overload.
Your EA supports your marketing by scheduling content, updating pages, and handling routine promo tasks behind the scenes.
From timelines to task follow-ups, your EA keeps projects on track and makes sure nothing slips through the cracks.
Your EA posts jobs, screens candidates, and supports onboarding—freeing you from routine HR admin and follow-ups.
Your EA keeps investor comms smooth—booking meetings, sending updates, and making sure key stakeholders feel valued.
Your EA builds clear SOPs that streamline work and make your operations more consistent, scalable, and error-free.
Messy files? Not anymore. Your EA organizes notes and folders into a clean, searchable system you’ll actually enjoy using.
Follow-ups, reminders, and client touchpoints—your EA makes sure relationships are well-managed and never go cold.
From birthday gifts to weekend getaways, your EA handles the personal tasks that steal your time and energy.
We have over 50 additional tasks detailed in this comprehensive list that our EAs handle with the precision of a bullet train speeding through Tokyo.
For example, our virtual EAs can create transcripts, manage your social media channels, stay in touch with subcontractors, remind clients of overdue payments… or even send a greeting card for your sister’s dog’s 5th birthday.
Disclaimer: While we strive to cover a wide range of tasks, there are areas where our EAs might not excel, such as specialized legal advice or advanced technical programming.
In those events, we will proactively seek out or recommend trusted partners for tasks requiring specialized expertise because our dedication to your organization and success goes beyond mere duty.
We strive to ensure you receive the highest-quality support in every aspect of your business. Why settle for less?
What our customers are saying about their "Donnas"...
“After a long time managing everything on my own in the startup world, I realized I needed help. My EA has been amazing in managing my calendar, travel plans, T&E, and other small yet time-consuming tasks. We had morning check-ins at the beginning that paid off well. Now, I can much better focus on growing the business.”
My EA, Petra, has been very helpful during a particularly chaotic time in one of my businesses. With minimal guidance, she quickly adapted, proactively started searching for solutions, and delivered results. I love how I can just ping her on WhatsApp, and things get done seamlessly.
“I used to manage my own travel, emails, and calendar-even while running multiple businesses. Then my EA (Romina) stepped in. She’s proactive, reliable, and keeps everything running smoothly without me having to ask. Our daily check-ins keep me on top of things, and her inbox summaries are a lifesaver when I’m traveling. I finally have the headspace to focus on what matters.”
“Since hiring a Donna EA, I save 15 hours a week on administrative tasks. Now I can focus that time on preparing our quarterly strategy sessions and mapping out our expansion into two new markets. That shift has had a huge impact on both my personal productivity and our company’s growth.”
“As a CEO working with high-profile clients and large companies, confidentiality is non-negotiable. My Donna EA regularly handles contracts with sensitive details and has helped me manage communications with absolute discretion. The peace of mind this level of trust provides allows me to focus on expanding my client base and delivering impactful coaching sessions.”
“Hiring a Donna EA has been incredibly cost-effective. Instead of multiple full-time employees for various tasks, my EA handles everything efficiently. The savings have allowed us to reinvest in other critical areas. It’s the perfect solution for top-notch support without breaking the bank.”
4 Easy Steps To Getting Your Very Own Virtual Executive Assistant
We invest months in our HR process, carefully ssourcing top talent from the European Union. Then, we provide world-class training to ensure they become your highest ROI-driving employees.
This free—no strings attached—call allows us to get a 360° view of your goals, needs, and expectations and ensures we can help you achieve them.
After asking the right questions and understanding your needs during our onboarding, we carefully match you with the best-fit, elite virtual EA from the European Union-available to you on a flexible, part-time basis.
Enjoy your free and protected time, use it to scale your biz, be with your family, train and relax, or just… discover what Netflix is all about.
Email Management FAQs: What Business Leaders Ask Before Delegating Their Inbox
1. What does a virtual executive assistant for email management actually do?
A virtual executive assistant for email management takes full control of your inbox — organizing messages, replying on your behalf, flagging important emails, and clearing out clutter. At DonnaPro, your assistant learns your tone, filters messages by priority, and ensures you only see what truly matters.
2. Is it safe to let someone else manage my business and personal emails?
Yes — especially with DonnaPro. All of our virtual executive assistants follow strict GDPR-compliant protocols and are trained in secure inbox management. Your assistant is vetted, under NDA, and only gains access after trust-building and process alignment.
3. Can my virtual assistant reply to emails in my voice and tone?
Absolutely. During the onboarding phase, your DonnaPro EA studies your past emails and communication patterns. They’ll draft replies for review until you’re confident, then gradually take over email communication using your exact voice — like an extension of you.
4. Will my assistant be able to manage both work and personal email accounts?
Yes. Our executive assistants can manage multiple inboxes — whether that’s your main business email, a team account (like info@), or even your personal Gmail. We help you delegate inbox management across all areas of life so you can focus on what matters most.
5. How long does it take to fully hand over my inbox to a virtual assistant?
Most DonnaPro clients start seeing email relief within the first 7–10 days. Full inbox delegation typically takes 3–4 weeks, depending on complexity and your level of involvement. We follow a proven onboarding process to make the transition smooth and stress-free.
6. How much does a virtual executive assistant for email management cost?
Unlike generic VA services, our virtual executive assistants are EU-based professionals trained to support CEOs — not just process tasks. While we aren’t the cheapest option (and we actually do not want to be), we are the highest-ROI solution for leaders who value focus, clarity, and their time. See more at our pricing page.
*Hurry. Only a few slots left for next 7 days —book now!