Virtual Executive Assistant vs In-House | Which One to Hire

Your calendar is packed, your inbox is overflowing, and your to-do list feels endless. Sound familiar?

If you are a growth-focused executive, founder, or entrepreneur feeling stretched too thin, you have probably realized that you can’t keep doing it all yourself.

So the big question is: do you hire a full-time, in-house assistant or partner with a Virtual Executive Assistant (VEA) who scales with your needs?

After 14+ years supporting leaders in startups, Fortune 500 companies, and remote-first teams, I’ve seen how choosing the right kind of support can shift your day from constant reaction to focused strategy.

In this post, we will compare in-house and Virtual Executive Assistants. You’ll see how they differ in cost, flexibility, onboarding time, and productivity, and, by the end, you will know exactly which support option will help you reclaim your time and focus on what matters most.

Understanding Each Role

Before comparing the two, it helps to clarify what sets an in-house executive assistant apart from a Virtual Executive Assistant (VEA).

An Executive Assistant (we refer to them as “in-house”) acts as a trusted partner to their executive and provides high-level administrative support to keep leaders organized, aligned, and effective. 

A Virtual Executive Assistant (VEA) is the exact same but (s)he operates remotely. Instead of sitting outside the executive’s office, a VEA connects through digital tools like email, messaging platforms, and video calls. 

Important note: There are a lot of misconceptions about this industry. Not all Virtual Assistants are Virtual Executive Assistants. Standard VAs typically only perform basic administrative tasks.

The location may differ, but the goal remains the same: to streamline operations and give leaders more time to focus on strategic growth.

Early in my career, I worked in-house for an entrepreneur I truly enjoyed supporting. When I told him I was moving 8 hours away and would need to resign, he simply said, “No, we’ll figure it out.” 

So we did. 

Together, we built a virtual workflow from scratch, long before remote work was normal, and proved that location does not define effectiveness. 

That moment changed everything for me. I have been working remotely ever since, helping leaders see that great support is not about proximity; it is about partnership.

Comparing Costs and Commitment

An important factor when hiring is whether your assistant is an employee or independent contractor.

Cost Considerations

In-house Executive Assistants are typically full-time W2 employees which comes with a higher financial commitment. 

Beyond salary, you cover benefits, payroll taxes, equipment, and office space; these expenses remain constant even when your workload may not justify full-time support.

Virtual Executive Assistants are typically 1099 independent contractors who work part-time supporting several clients simultaneously. They operate on a more flexible, cost-efficient model. 

VEAs provide their own workspace, equipment, and supplies. You only pay for the time and services you need, whether that’s hourly support or a monthly retainer.

Research from Global Workplace Analytics shows that companies save an average of $11,000 per year for every part-time remote worker due to reduced office and operational expenses. While this figure focuses on W2 employees, it highlights how virtual work arrangements can provide measurable cost savings for business owners.

Flexibility

Flexibility can be just as important as cost.

An in-house Executive Assistant generally works a fixed schedule with consistent hours. You can adjust their priorities but not their total time or cost. 

A Virtual Executive Assistant offers far more adaptability because you can scale hours up or down based on season or workload.

When I joined a nonprofit as their first remote team member, they weren’t sure if virtual support would work. But it did, and it changed everything. 

We built systems that made remote collaboration feel effortless. That one opportunity didn’t just prove that virtual support could work; it inspired the organization to rethink how they hire. Today, one-third of their 15-person team now works remotely.

Performance and Productivity

An in-house Executive Assistant offers immediate accessibility and in-person collaboration. 

They can step in to handle on-site needs, exchange a quick word in the hallway, or provide direct support during in-person meetings. That accessibility can be a major benefit for some leaders.

On the other hand, Virtual EAs tend to work more efficiently and produce higher-quality output without the interruptions that come with office environments. 

According to ActivTrak’s 2023 State of the Workplace Report, remote workers spend more time on focused, productive tasks and experience fewer distractions than their in-office counterparts. 

Experienced Virtual Executive Assistants have dedicated workspaces, defined routines, and clear communication systems that help them stay connected and responsive. 

Ultimately, productivity is not about proximity. It’s about performance, trust, and having the right person in the right role.

The Hiring and Onboarding Process

For an in-house Executive Assistant, hiring often mirrors that of any other full-time employee. The search is limited to local candidates, hiring can take longer due to in-person interviews, and onboarding usually involves significant hands-on training. 

When it comes to Virtual Executive Assistants, research from Owl Labs notes that companies hiring remotely benefit from shorter hiring timelines, lower costs, and access to a larger candidate pool. 

Remote onboarding still takes planning, but clear expectations make all the difference. Many VEAs have their own structured onboarding process and can also help build SOP to make future transitions easier.

If you are curious what a VEA partnership looks like in practice, I break down the key responsibilities and collaboration styles in this overview of VEA services.

Which Executive Assistant Option Fits You Best?

The right choice depends on your leadership style and what kind of support helps YOU operate at your best.

An in-house assistant may be ideal if your work depends on daily in-person collaboration or hands-on support that can’t happen remotely.

A Virtual Executive Assistant may be a better fit if you value flexibility and cost-efficiency. This partnership also offers added scalability as your business grows.

The key is choosing the model that supports how you lead today and knowing you can adjust as your needs evolve.

What Happens When You Choose the Right Assistant?

Choosing between a Virtual Executive Assistant and an in-house EA is not just a practical decision; it shapes how you lead and where your energy goes each day.

The right assistant helps you stay focused, protects your time, and allows you to operate at your best. This kind of support can shift your entire day from reactive to intentional.

Still wondering what working with a VEA actually looks like?

Take a behind-the-scenes look at what partnering with a Virtual Executive Assistant feels like day to day.

You will see how the collaboration works, what responsibilities are typically handled, and how this kind of partnership can transform your workflow.