Sometimes, we realize we could be doing our jobs much better if we just delegated a few tasks. Whether that means having someone to handle project research or coordinate all client communications, a little extra help can go a long way. That’s where remote executive assistants come in. These professionals can help you keep things from falling through the cracks while ensuring your operations are ready to scale if needed. Having someone ready to provide this much-needed support at all times can be a total game-changer for your business, with the International Association of Administrative Professionals (IAAP) reporting that executive assistants save their bosses an average of 8 hours of work each week. However, before you decide to hire a remote executive assistant, it’s best to fully understand the part they’ll play. That’s why we’re dedicating this article to answering what exactly is an EA and why you should work with one! 

What Is a Remote Executive Assistant?

What Does A Remote Executive Assistant Do?

A remote executive assistant handles a variety of tasks according to your personal preference, ensuring your day-to-day operations run smoothly. They manage your schedule, coordinate meetings, and handle communications, all from their home locations. As virtual assistants, they don’t go into the office, instead, they take off work from your plate from their home locations. Now, there are about as many things remote assistants can do as EAs out there. This is quite a versatile role that adapts to each specific client's needs, so its scope is tougher to concise. Still, it’s possible to pinpoint the most popular things a remote executive assistant does. Here are a few examples: 

1. Calendar Scheduling:

Managing your calendar is a significant part of a remote assistant’s role. They usually schedule appointments, set up reminders, and ensure you’re always prepared for what’s ahead. This means fewer missed meetings and more efficient use of your time. Now, it’s key to be able to conduct minimalist delegation to optimize this part of their work, as it should take you little output to communicate your future commitments to your EA. Over time, you want to get to the point where they’ll know your calendar better than you. 

2. Email Management:

Inbox management is another key responsibility. Your EA should filter your inbox, prioritize important messages, and handle routine emailing. This helps you focus on high-priority tasks without getting bogged down in email overload - because we all know that even though we promise ourselves we won’t reread that reply of ours a dozen times before hitting send, we will. Have your remote executive assistant draft the initial message first, and then you’re only tasked with editing and ensuring your point comes across. Believe it or not, email management can free up a significant amount of bandwidth if you delegate it appropriately. 

3. Travel Support:

While this might seem like an unconventional task to delegate to a remote executive assistant, travel management is an area where EAs can thrive. They book flights, hotels, and transportation, often finding the best deals and creating detailed itineraries for you and your entire travel party. Not only does this ensure smooth travel plans, but it also saves a ton of your time and reduces pre-travel stress.

4. Research:

Many EAs start off as research assistants, as this is a relatively easy-to-delegate and quite time-consuming responsibility. When tasked with this, remote executive assistants will gather information for you on various topics you asked them to, adhering to your specific guidelines regarding how to organize those key insights. This preliminary research supports informed decision-making and strategic planning on your end without requiring you to switch focus from your high-priority work. 

5. Meeting Support: 

It’s easy to believe that meeting management is not really necessary. After all, you’re still gonna have to show up to the call, right? Well, the mistake many first-time EA employers make is believing little to no work comes before and/or after the meeting. In reality, a remote executive assistant can truly help you stay on top of your meeting schedule, whether that is scheduling the calls beforehand, requesting recording permissions, preparing presentations and reports, or taking notes and following up with a summary of the key talking points. This is especially helpful when it comes to meeting follow-ups, as anyone who's had back-to-back calls will sure relate to some of those thank-you notes, transcripts, and important questions falling through the cracks. Your EA will ensure that does no longer happen by taking care of all the after-call work for you. This will both make your life easier and strengthen the relationship with the person you’re meeting. 

6. Project Management:

Project-level thinking should be a growing aspect of a remote executive assistant’s role. Initially, they might assist with planning, coordination, and tracking progress on various projects. Their goal will be to keep everything organized and ensure your projects are completed on time and within budget, as well as coordinating different tasks. Still, as your EA becomes more experienced with your work, it might be useful to start thinking of them as more than task makers, perhaps making them product owner of a smaller project and see how they perform. The long-term goal should be to rely on them to lead entire projects on your behalf, so you can focus your energy on the ones that are crucial for your operational success. 

Skills Every Remote Executive Assistant Should Have

According to the Bureau of Labor Statistics, the demand for executive assistants is projected to grow by 6% from 2023 to 2030. With this rise in demand, comes increased competition for the best, most cost-effective talent available as well. This makes it more important than ever to understand how someone with the right talent to keep your business running smoothly. When you’re looking to hire a remote executive assistant, there are certain skills that you should 100% ensure they have, as they can make or break the ROI of your investment. The right expertise enables them to handle a wide range of tasks, freeing up your time to focus on higher-level strategic activities. Here are the key skills you should be looking for: 

Strong Communication. 

Clear and concise communication is a basic yet critical skill to have. Remote executive assistants must have a solid command of both written and verbal communication, as they’ll need to convey information both accurately and professionally, whether they are drafting emails, preparing reports, or coordinating meetings. If you can’t rely on your EA to communicate properly, you’ll find yourself doing more even work than before as you double-check everything they say or do.

Organizational Abilities. 

A great remote executive assistant is usually a highly organized, highly reliable individual. This is a much-needed skill, as they’ll manage multiple tasks at once, keep track of deadlines, communicate with your clients, and maintain detailed records. This thorough organization ensures nothing falls through the cracks, allowing you to focus on top-level priorities.

A Tech-Savvy Approach. 

Proficiency with certain software and tools is non-negotiable if you want to start delegating right away. A good remote executive assistant should have at least a basic command of office suites (like Microsoft Office and Google Workspace), project management tools (such as Asana or Notion), and communication platforms (like Slack or Zoom). Familiarity with these tools enhances the efficiency of their work and ensures proper organization.

Proactivity. 

According to the Harvard Business Review, business executives spend nearly 23% of their day on administrative tasks. A skilled assistant will identify the areas where they could be taking work off your plate and help you reclaim that time by managing these tasks efficiently. You don’t want them to always be stuck in a “tell me what to do” mindset. Instead, your EA should proactively identify opportunities and make the most out of them without having to consult with you about every detail. 

A Problem-Solving Mindset. 

The ability to anticipate issues and solve problems quickly will take your EA’s work to the next level. You should strive to hire a remote executive assistant who you can trust to resolve whatever comes their way - within reason, of course - instead of always bouncing back to you for help. Whether it's rescheduling a meeting due to a conflict or troubleshooting technical issues, the ideal EA should be able to think on their feet and provide rapid solutions.

Attention to Detail. 

Accuracy will play a huge part in whether or not you can delegate to someone in this role. Your executive assistant should be able to conduct everyday tasks, like managing your calendar or preparing a report, without repeatedly making errors. This attention to detail ensures a high-quality output that will actually benefit you in the long term instead of providing temporary, unreliable support. 

High Adaptability. 

Flexibility and adaptability are key traits of any EA, since this is such a generalist role. No two EAs will do the same work, so it's key the one you work with has that innate capacity to adapt to a variety of responsibilities. The business environment - no matter the niche you’re in - is also constantly changing, and a remote executive assistant must adapt to new tools, processes, and priorities. This ability to pivot ensures they remain effective, regardless of the circumstances of both your personal and professional lives.

Trustworthiness. 

This one might seem like a no-brainer, but you should only hire someone you’re confident you can 100% trust. Not only because handling sensitive business and client information requires a high level of discretion, but also thanks to the fact that you won’t be able to make the most out of this new partnership otherwise. You should ensure your remote executive assistant is aligned with your values, ethics, and transparency levels to ensure a long-term engagement that won’t be cut short due to unfortunate misunderstandings.

Benefits of Hiring a Remote Executive Assistant

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1. Cost Efficiency: 

One of the primary benefits of hiring a remote executive assistant is the cost savings that come with this decision. A virtual assistant eliminates the need for additional office space and related expenses. These savings come from reduced overhead costs and increased productivity. For example, at A Team Overaseas, we charge $2,500 per month to vet, hire, onboard, and support your full-time EA -a price significantly more affordable than hiring an in-house employee. 

2. Access to Global Talent: 

When you hire remotely, not only does the talent pool expand - making recruitment easier - but also the costs become immediately lower thanks to nearshore and offshore options. You’re no longer limited by geographic location when recruiting a remote executive assistant, allowing you to find the best fit for your needs, whether they are across the country or around the globe. Access to a broader talent pool can lead to better matches and higher-quality work.

3. Flexibility and Scalability: 

A remote executive assistant provides staff and operational flexibility. They can work across different time zones, ensuring support is available when needed. This flexibility is particularly beneficial if you have global operations, giving you the option to delegate tasks that fall outside of your preferred working hours. You can also scale your EA’s hours up or down based on business needs, providing the exact level of support required without the commitment to full-time, salaried employment.

4. Increased Focus on Core Activities: 

Believe it or not, the “10-minute tasks” can pile up quickly, taking away from your focused work. Now, with your remote executive assistant handling those administrative tasks, you can focus on core business activities. This shift allows you to spend more time on strategic planning, client relations, and other high-value responsibilities. Delegating routine tasks to an EA frees up your schedule, enhancing your ability to drive true business growth.

Hire Remote Executive Assistants With A Team Overseas

We’ve said it before and we’ll say it again: The current options to get a great virtual assistant overseas are lacking. Most virtual assistant agencies find you an EA and then say their goodbyes, wishing you the best of luck as you embark on this new partnership by yourself. That’s not how we think this process should go. It doesn’t do right by either the EAs or the clients, often leading to high turnover rates and failed long-term engagements. At A Team Overseas, we believe in proactive, long-term commitments, and are there to support you through every step of the way. If you want to learn more about our mission and services, contact us to get started!