Are you considering hiring a remote executive assistant but still find yourself unsure of where to start? It can be challenging to finally make a decision to kick-off the process if this is your first time hiring remotely or working with an EA. While remote work has grown by 159% since 2005, with 4.7 million US employees working remotely, the role of executive assistant is one of the most traditionally in-person jobs, associated with administrative office duties. This can make it tougher to envision how a virtual assistant would help you and your business, but having the right guidance and support can make all the difference. That’s why in this article, we'll guide you through everything you need to know before you hire a remote executive assistant. Whether you're a startup founder, a busy executive, or a seasoned entrepreneur, our goal is to help you navigate this process so you can start delegating tasks and realigning your priorities. 

What is a Remote Executive Assistant?

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A remote executive assistant (EA) is a professional who provides high-level administrative support from a remote location. This role is crucial in helping startup founders and high-level executives manage their workload efficiently. Unlike a traditional, office-going assistant, your EA will focus specifically on high-level tasks that are critical to your success, working closely with you instead of spreading their time across different general administrative tasks. Essentially, they’re there to make your life easier. Their usual tasks can range from managing complex schedules and coordinating travel arrangements to preparing detailed reports and handling confidential information - and everything in between. No two EA roles will ever look the same, as they’re tailored to their client’s specific needs. This allows you to focus on strategic decision-making and key business responsibilities while knowing other tasks are being cared for. 

How a Remote Executive Assistant Can Support Your Business

A remote executive assistant can support your business in numerous ways, but the primary support they offer is related to enhancing your own productivity and efficiency. Their goal will be to establish a trusted partnership with you to ensure your plate is no longer overflowing with administrative tasks and easily delegated responsibilities. From the get-go, an EA frees up your time to focus on more critical aspects of your business just by handling time-consuming tasks, scheduling meetings, and organizing your personal & work calendars.

A remote executive assistant can also help to improve communication within your team and with external partners. They can manage emails, coordinate with different departments, and ensure that everyone is on the same page to keep the business ready to scale. Now, if your EA is proactive enough, they can provide you with valuable insights that can inform your decision-making process. This support is especially valuable if you’re in need of someone who you can rely on to not only perform key tasks but also help to plan the long-term growth of your operations. 

Hiring the Right Virtual Assistant for You

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When looking for the right virtual assistant for your company, it’s best to consider the following key factors: 

Look for the Right Skills and Experience: 

Look for a virtual assistant who has the skills and experience necessary to perform the tasks you need help with. This may include knowledge of certain tools/processes/topics, specific interests, and specific technical abilities related to your industry. 

Availability and Time Zones: 

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Now, while your EA will work remotely, it’s important to be on the same page about business hours and shared schedules. It’ll depend on your individual preferences, as there are no rules about this. You can choose to work completely async, come up with a hybrid schedule, or take advantage of offshore locations like the Philippines where EAs usually work night shifts - as there’s a massive remote work culture around this. 

1. Communication Skills: 

Choose a virtual assistant who communicates effectively and clearly. This is crucial for remote collaboration, as you’ll be interacting through messaging apps, calls, and different tools instead of in person. It’s best not to be in the dark about their progress, blockers, concerns, and ideas. That’s why you have to ensure the EA you hire is a fantastic communicator and will remain transparent throughout your entire partnership. 

2. Reliability and Trustworthiness:

The role of a remote executive assistant is extremely unique. They will be working closely with you for the medium to long term and helping you scale your business while keeping your personal life organized. You need someone who is reliable and trustworthy, capable of becoming an extension of yourself. Even more so if they will be working remotely, as you need to be able to trust them to complete tasks on time and handle sensitive information appropriately without close supervision. 

3. References and Reviews:

Check the virtual assistant's references and reviews from previous clients or employers. This can give you insight into their work ethic, reliability, and skills, as well as help you through the vetting process. The more trusted opinions you cna get, the better. This is not a role you should hire lightly for. 

4. Cost-Effectiveness: 

It’s always a good idea to consider the cost of hiring a virtual assistant compared to the value they will bring to your company. In order to maximize ROI, you can look for a virtual assistant who offers a competitive rate for their services. Offshore and nearshore options are your best bets if you’re looking to hire an EA without negatively impacting your budget. 

Integrating A New Executive Assistant Into Your Workflow

Onboarding and training your remote executive assistant is crucial for their success in the role. Here are some key steps to effectively onboard and integrate your remote executive assistant into your usual workflow:

Provide Clear Expectations.

You should clearly communicate the responsibilities, goals, and expectations for the role from the first interview with your virtual assistant, but it’s crucial to ensure they have been 100% understood before you start working together. Offer them as much clarity on what you will expect from them as possible, even aiding yourself with resources like the contributor growth curve to ensure they get the clearest picture of where you want them to be at the start, in a quarter, and in one year from the beginning of your engagement. This will help your assistant understand their role within the organization and what is expected of them.

Introduce Your EA.

To help your remote executive assistant get to know the people they’ll be working with, arrange a meeting with the team members, executives, and key stakeholders. A quick meet-and-greet session can go a long way, as it helps to build connections and foster smoother collaboration. If this is a long-term role you-re hiring for, then properly introducing your EA to the team will cement their place at the company. 

Establish Clear Communication Channels.

Set up regular check-ins and establish communication channels, whether that is through email, chat, or regular video standups, to keep in touch with your remote executive assistant. Try to have at least one weekly video check-in with them, as this ensures that they feel supported and can reach out for help when needed. You should also agree on a work schedule and set business hours where you can reach one another. 

Provide Key Training And Resources.

While it may not necessarily seem like a major necessity at first, it’ll only benefit you both to offer your EA comprehensive training, such as familiarizing them with internal systems, software, and company procedures. This will save them a lot of time compared to having them freestyle their way into understanding your day-to-day flow. Try to provide access to resources such as manuals, guides, and training materials to help them better understand the company’s operations and expectations. If they’re not available yet, consider creating at list a quick guide to get them started. 

Offer Ongoing Support.

To ensure a successful long-term engagement, you should offer ongoing support and feedback to your remote executive assistant. This helps them understand their performance and areas for improvement, ultimately leading to their professional growth. You can also encourage your remote executive assistant to pursue professional development opportunities, such as online courses or certifications, to enhance their skills and generate stretch goals to advance their professional development.

Set Realistic Goals And KPIs.

If you want to track your EA’s progress, try to establish clear performance metrics and goals for your remote executive assistant. This allows both you and your assistant to track their progress and performance over time. Define clear goals and key performance indicators (KPIs) aligned with their role and the broader company objectives. This offers a roadmap for success and allows the EA to understand their priorities and how their contributions impact your overall mission.

Regularly Check In And Give Feedback.

Set up regular meetings to discuss progress, address challenges, and provide constructive feedback for ongoing development and alignment. These sessions create opportunities for the EA to share insights, seek clarification, and adapt their approach as needed. You can also ask for feedback from key team members or stakeholders to get a complete picture of the EA’s performance during the onboarding phase.

Hire A Remote Executive Assistant With A Team Overseas

Understanding these basics before you hire an EA will help you ensure a successful working relationship with them - maximizing their potential instead of delegating a whole lot of nothing or hiring the wrong person in a rush. Now, if you realize you need support to hire the right EA and you're looking for a reliable partner to help you find and manage remote executive assistants, we’d be more than happy to help. At A Team Overseas, we can find the right talent to support your business needs and make sure you hire a remote executive assistant who’ll be a true asset to your business. Get in touch today if you’re ready to hire an EA who’ll be way more than just a taskmaker!