Executive Assistants vs. Virtual Assistants: What's the Difference?

There’s nothing quite like the freedom and excitement of leaving the cubicle behind to start your own business. But there are a few caveats as well. Besides not having a safety net, entrepreneurs often have to work for over 50 hours a week.

One study shows that entrepreneurs spend way too much time on admin work. On average, they spend 30% of their week just on document management. To make matters worse, almost half of business owners admit to feeling burned out from these repetitive tasks. That isn’t exactly the freedom you envisioned, right?

Hiring an assistant can lighten your load. However, most business owners often confuse an executive assistant with a virtual assistant. Both can help take the weight off your shoulders, but they do it in very different ways.

Here, we’ll walk you through the difference between the two. Let’s dive in, then!

What is an Executive Assistant and a Virtual Assistant

An executive assistant is typically a full-time, in-house professional who works closely with top executives or business leaders. They usually work on-site, though remote assistants are becoming more common. These professionals handle high-level administrative tasks.

In contrast, a virtual assistant can handle a wide range of tasks, from administrative and secretarial to creative support. They often juggle multiple clients and offer flexible services. 

Virtual assistants are popular among entrepreneurs, small businesses, and busy professionals who need help without committing to a full-time employee.

Key Differences Between Executive Assistants and Virtual Assistants

Both roles provide support, but the scope and level of responsibility differ. Here are some major differences:

1. Scope of Work

The scope of work is probably the biggest difference between the two.

Executive assistants handle higher-level, strategic tasks. They might be involved in preparing confidential documents, sitting in on meetings to take notes, or making decisions on behalf of their boss. Their role isn’t just administrative; they also support leadership in running the company smoothly.

According to Indeed, arranging corporate events, such as golf tournaments and staff appreciation events, is also the responsibility of executive assistants.

On the other hand, the scope of work of a virtual assistant is typically routine and task-oriented. Their work is focused on executing time-consuming, repetitive administrative tasks that keep the business running smoothly.

Common tasks that virtual assistants perform include data entry, organizing files, and managing schedules. They are also highly proficient at managing digital communications, such as customer inquiries through email, as well as maintaining a company's online presence.  

2. Work Setting

The work setting is another key differentiator, though modern trends have begun to blur the lines.

Executive assistants have traditionally been in-person, in-house employees who work from a dedicated office. Being physically present allows them to respond quickly to an executive's needs and develop a deeper understanding of the company's daily workflows.

Virtual assistants, true to their name, work remotely. Their ability to work from anywhere provides you with significant flexibility and grants you access to a much larger, global talent pool.

This also makes it easy to scale your business. You can bring on extra help for short-term projects, like for data entry before a product launch, and then simply adjust their hours once the work is done.

3. Skill Set

The skills required for each role differ in both their focus and their level of complexity.

Executive assistants’ skills are a blend of technical expertise and high-level human abilities. Meanwhile, the skills of virtual assistants are centered on being tech-savvy and highly adaptable.

An executive assistant typically has a higher skill level and extensive corporate experience. Their hard skills include advanced proficiency in Microsoft Office Suite, especially Excel, as well as an understanding of enterprise-level tools and CRM systems.

However, their most valuable skills are not technical but strategic and deeply human. Executive assistants need a keen sense of business acumen, discretion, and the ability to handle confidential information.

Virtual assistants, on the other hand, must be highly proficient with digital tools and able to work independently. Core hard skills include a fundamental understanding of computers, planning and scheduling, and familiarity with project management tools and social media platforms.

Key soft skills include resourcefulness, honesty, and kindness, as they must be able to solve problems on their own and work well with others.

How Do You Find Them?

To find the right assistant, you need to know where to look.

For executive assistants, most businesses go through an executive assistant recruiting agency. These agencies specialize in matching experienced professionals with top-level executives. That helps save you time and ensures you get someone who fits your company culture.

According to C-Suite Assistants, working with a specialized executive assistant staffing agency eliminates the stress and guesswork of the talent search process. The right firm will create a customized recruitment strategy to find the perfect candidate who fits your organization's unique needs.

For virtual assistants, the process is a bit more flexible. You can find them on freelance platforms, virtual assistant-specific job boards, or through dedicated agencies. Many business owners also hire through referrals, which is great because you get someone with proven reliability.

No matter which option you choose, always start with a clear job description. Be upfront about your expectations, hours, and skills required. And don’t skip the interview process. It’s essential to make sure they align with your work style.

Executive Assistant vs. Virtual Assistant: Which One Do You Need?

It really comes down to your specific situation and needs.

Go with an executive assistant if you need someone who can handle complex, high-level tasks that require face-to-face interaction. If you're dealing with confidential information regularly, and need someone to manage your physical office space, an executive assistant might be your best bet.

Choose a virtual assistant if you need help with specific, task-oriented work that can be done remotely. They are great for businesses on a budget, seasonal work, or when you need specialized skills for particular projects.