According to a study by Harvard Business Review, the average CEO works 62.5 hours a week, with business owners and entrepreneurs often working even longer hours. More telling is research from the Alternative Board showing small business owners spend 68% of their time on day-to-day tasks rather than growing their business. This time drain limits your ability to focus on building your company.
Executive Personal Assistants (EPA) have changed the way successful entrepreneurs manage their workload. A report by Stanford University found that companies using remote assistants saw a 13% performance increase and 50% lower employee turnover. By adding a VPA to your team, you can free up 15-20 hours per week. Time you can use to meet clients, improve your products, or even enjoy needed personal time.
How an Executive Personal Assistant Gives You Back Your Time
Business owners waste up to 21.8 hours every week on administrative work. That’s more than half a workweek spent on tasks that don’t directly grow your business. If you constantly feel behind, miss important emails, or struggle to find time for strategic thinking, you’re losing money. A survey found that 19% of small business owners work more than 60 hours a week, with 50% reporting high stress levels due to administrative overload.
An Executive Personal Assistant fixes this problem by taking over these time-draining tasks, working remotely while you focus on growing your business. A skilled EPA can immediately take these tasks off your plate:
- Managing your overflowing email inbox and filtering urgent messages
- Handling your packed calendar and scheduling conflicts
- Booking travel arrangements and creating detailed itineraries
- Completing tedious data entry and basic financial tasks
- Answering customer questions that pile up daily
- Conducting research you never find time to do
- Managing the social media presence you’ve been neglecting
5 Major Benefits of Hiring a Executive Personal Assistant
Adding a virtual assistant to your team brings many advantages that directly affect your bottom line and quality of life.The Global Workplace Analytics report found that businesses save an average of $11,000 per year per employee who works remotely. Virtual assistants specifically can reduce labor costs by 40-60% compared to in-house staff. These savings come from not having to pay for office space, equipment, benefits, or training costs.
The top benefits of working with a EPA include:
- More Hours in Your Day: Hand off routine tasks and gain 15-20 hours weekly for high-value work
- Lower Operating Costs: Save 40-60% compared to hiring full-time, in-house staff
- Increased Flexibility: Scale hours up or down based on your current needs
- Improved Work Quality: Get help from specialists in specific areas like bookkeeping or social media
- Better Work-Life Balance: Reduce your stress and prevent burnout by sharing your workload
Top 7 Tasks to Give Your Executive Personal Assistant
Knowing what to assign to your virtual assistant is key to getting the most value from the relationship. Studies show that executives who delegate effectively generate 33% more revenue than those who don’t. The same research found that poor delegation and failure to outsource administrative tasks are among the top five time-wasters for business owners. Focusing your time on revenue-generating activities while delegating administrative work can dramatically increase your business’s growth rate. Here are the most valuable tasks to hand off to your VPA:
1. Email and Communication Management
- Sort through your inbox and flag important messages
- Respond to routine inquiries using templates
- Manage your contact list and update information
- Draft and send follow-up emails
2. Calendar and Schedule Management
- Book meetings and appointments
- Send reminders for upcoming events
- Reschedule when conflicts arise
- Block time for your deep work sessions
3. Travel Planning
- Research flight and hotel options
- Make reservations based on your preferences
- Create detailed itineraries
- Adjust plans when changes happen
4. Basic Bookkeeping and Finance
- Process expense reports
- Track receipts and organize financial documents
- Send invoices and follow up on payments
- Prepare basic financial reports
- Answer common customer questions
- Handle basic support tickets
- Collect and organize feedback
- Maintain customer databases
6. Research and Data Gathering
- Collect information on competitors
- Research potential clients or partners
- Find and organize industry news and trends
- Prepare summary reports of findings
7. Social Media and Content Support
- Schedule posts across platforms
- Respond to comments and messages
- Track engagement metrics
- Upload and format blog content
How Much Time and Money Can a EPA Save You?
Understanding the real financial impact of hiring a virtual assistant can help you make a smart business decision. Small business owners spend roughly 33% of their work week on administrative tasks that could be delegated. At an average entrepreneur hourly value of $39-$43, that represents $1,560-$1,720 of potential lost revenue weekly. When compared to the average cost of a virtual assistant at $15-30 per hour, the financial math strongly favors delegation.
Here’s what the numbers look like:
- Time Saved: 15-20 hours per week
- Value of Your Time: $39-$43 per hour (based on average entrepreneur earnings)
- Potential Revenue Reclaimed: $1,560-$1,720 per week
- Cost of a Virtual Assistant: $300-600 per week (20 hours)
- Net Benefit: $1,200-2,400 weekly or $62,400-124,800 annually
5 Essential Tips for Hiring the Right Executive Personal Assistant
At There is Talent, we provide everything your business needs to find the ideal assistant. Still, finding the perfect match also requires careful planning and a clear understanding of your needs, follow these tips to get started:
1. Define Your Specific Needs
- List all tasks you want to delegate
- Rank them by priority and frequency
- Note any special skills needed (like social media expertise or bookkeeping)
- Decide how many hours per week you need help
2. Look for Relevant Experience
- Ask for examples of similar work they’ve done
- Check if they’ve worked in your industry before
- Verify they’re familiar with the tools you use
- Request references from past clients
3. Test Their Skills and Communication
- Give a small paid test project before committing
- Assess their writing and communication style
- Check their response time and availability
- Evaluate how well they follow instructions
4. Set Clear Expectations
- Create detailed process documents for regular tasks
- Establish working hours and availability
- Agree on communication methods and frequency
- Define what success looks like for both of you
5. Start Small and Scale Up
- Begin with a short-term contract (1-3 months)
- Start with 5-10 hours per week, then increase
- Gradually add more complex tasks as trust builds
- Schedule regular check-ins to address any issues
How to Set Up Your VPA for Success
The first few weeks working with your new assistant are crucial for building a productive relationship. To get the most from your virtual assistant:
- Create Simple Documentation: Write step-by-step guides for common tasks
- Use Video Training: Record your screen while you explain processes
- Set Up the Right Tools: Make sure they have access to necessary software
- Schedule Regular Check-ins: Meet weekly to review progress and address questions
- Give Honest Feedback: Be clear about what’s working and what needs improvement
- Start with Easy Wins: Assign simpler tasks first before moving to complex projects
- Respect Their Time: Give reasonable deadlines and avoid last-minute requests
Get Started with Your Executive Personal Assistant
An executive personal assistant can transform how you work and grow your business. By taking over time consuming tasks, they free you to focus on the big picture work that only you can do. The math is clear, a good EPA will save you money while helping you earn more. Plus, you’ll gain the priceless benefit of a better work-life balance.
Ready to cut your workload? Schedule a free consultation with our team to learn how we can match you with the perfect virtual assistant for your specific needs.
