An executive virtual assistant is a dedicated remote professional who protects an executive's time by owning complex calendar and travel management, inbox triage and prioritization, meeting prep, stakeholder follow-up, expense coordination, and gatekeeping for founders, CxOs, and busy executives. CFG assigns a real, dedicated EA (not a shared pool) on US Eastern or Central time at $12 to $18 per hour all-in, a fraction of a US in-house EA, which typically runs well into six figures fully loaded.
What an Executive Virtual Assistant Handles
An executive's calendar is the company's most expensive resource. Every hour spent rescheduling a meeting, chasing a travel confirmation, or digging through an overloaded inbox is an hour not spent on the work only the executive can do. An executive virtual assistant exists to absorb that load with judgment and discretion, not just to take tickets.
A CFG executive VA owns the high-trust workstreams that keep a founder or CxO focused:
Complex Calendar Management
Multi-party scheduling across time zones, conflict resolution, protecting focus blocks, prepping the executive for what is next, and standing up recurring cadences. This includes board and investor scheduling, where getting six busy calendars to align quietly and quickly is the difference between a meeting happening this week or next month.
Travel Management
Flights, hotels, ground transport, and detailed door-to-door itineraries built around the executive's preferences. The EA handles changes in real time, including same-day reroutes when a flight is delayed, so the executive never has to manage logistics from a gate.
Inbox Triage and Prioritization
The EA works the inbox so the executive does not have to. That means surfacing what genuinely needs the executive, drafting replies in the executive's voice for approval, handling routine threads end to end, and clearing the noise. The goal is an inbox the executive can open and trust, not one they dread.
Meeting Prep and Briefing Docs
Pre-read packets, attendee research, agendas, and one-page briefs before every meeting that matters, so the executive walks in prepared. Post-meeting, the EA captures action items and drives follow-up to closure.
Stakeholder Follow-Up and Gatekeeping
Consistent follow-up with investors, partners, direct reports, and key contacts so commitments do not slip. On the inbound side, the EA is the gatekeeper, screening requests, protecting the executive's time, and routing what is real to the right place with a courteous, on-brand touch.
Expense and Light Project Coordination
Expense reports and receipt reconciliation in your tool of choice, plus light project coordination: tracking deliverables, nudging owners, and keeping cross-functional threads moving so nothing falls between the cracks.
What stays with you. An executive VA does not make decisions on your behalf or speak for you on matters of strategy, finance, or personnel. The EA prepares the ground, drives the logistics, and drafts the work, and you keep the judgment calls. The relationship is built on discretion: your EA is a trusted extension of you, bound by a signed confidentiality agreement.
Dedicated, Not Pooled: Why It Matters for EA Work
Executive assistant work is the wrong job to hand to a rotating pool. Calendar judgment, inbox prioritization, travel preferences, and gatekeeping all depend on context that builds over weeks: who your VIPs are, how you like your day structured, which meetings are sacred and which can move, how you want investors handled. A pooled model resets that context with every interaction. A dedicated EA compounds it.
Every CFG executive assistant is assigned to one executive or a defined leadership team. Your EA works your hours, learns your preferences, and owns your context, so the support gets better month over month rather than starting from zero. This is the model that makes an offshore EA actually feel like your EA.
- One person, your context. A single dedicated EA who knows your calendar rules, your VIP list, your travel patterns, and your communication style.
- Reliability you can plan around. Consistent coverage during your working hours, with a documented operating SOP so a backup can step in without dropping the ball.
- Discretion by design. Confidentiality agreements, role-based access limited to scope, company-managed devices, and verified home offices. Board materials, investor email, and personnel matters stay protected.
- Real-time overlap. Based in the Caribbean and Latin America on US Eastern and Central time, so your EA is online when you are, not 12 hours offset.
- Native or near-native English. Clear written and spoken English on every interaction, from a board email to a vendor call.
For broader cost framing, see our call center outsourcing cost guide. For how this fits the wider VA practice, see our virtual assistants hub.
How Call Force Global Runs Executive VA Programs
CFG runs executive VA work on a dedicated, remote-first model with careful matching, EA-specific training, and documented SOPs so the support is consistent and resilient. The EA is yours, and the operation behind the EA keeps the relationship reliable.
Matching
We do not staff blind. Sourcing prioritizes professionals with prior executive assistant, chief-of-staff, or senior admin experience. We match on skill, working style, and discretion, then introduce candidates so you confirm the fit before onboarding. The EA you start with is the EA you keep.
Onboarding and Preference Capture
Onboarding runs 2 to 3 weeks. The EA captures your calendar rules, VIP and gatekeeping list, travel preferences, standing meetings, communication style, and tool stack into a living operating SOP. That document is what turns a capable assistant into your assistant, and it is what lets a backup cover seamlessly if your EA is ever out.
Reliability and Reporting
Light-touch reporting keeps the relationship accountable without adding overhead: weekly check-ins to align priorities, visibility into what the EA is owning, and a clear escalation path. Underperformance is coached or the EA is replaced (typically within 5 days) rather than left running.
Confidentiality Posture
Every executive assistant signs a confidentiality and data-handling agreement before any access to your calendar, inbox, or files. Access is provisioned with role-based permissions limited to scope. EAs work from verified home offices on company-managed devices, and CFG follows industry-standard practices around password storage, two-factor authentication, and encrypted file transfer. Discretion is the job.
Executive VA Pricing
Nearshore executive virtual assistants run between $12 and $18 per hour all-inclusive. General EA scope (calendar, inbox triage, travel, expenses) sits at the lower end. Senior EA scope (board and investor scheduling, briefing-doc preparation, light project coordination, chief-of-staff-style support) sits at the upper end. A US in-house executive assistant typically runs well into six figures once salary, benefits, payroll taxes, and overhead are loaded, so a dedicated nearshore EA delivers the same coverage for a fraction of the cost.
| Role | CFG Nearshore | US In-House Equivalent |
|---|---|---|
| General executive VA (calendar, inbox, travel) | $12-18/hr | $60K-90K/yr loaded |
| Senior EA (board/investor scheduling, briefing docs) | $12-18/hr | $90K-130K/yr loaded |
| Chief-of-staff-style EA (light project coordination) | $12-18/hr | $110K-160K/yr loaded |
| Bilingual executive VA (Colombia) | $12-18/hr | $70K-110K/yr loaded |
All rates include wages, employer taxes, supervision, helpdesk seat, QA, and standard reporting. US in-house salary ranges shown are typical loaded-cost framing, not a guarantee, and vary by market and seniority. Executives typically start part-time at 20 hours per week and scale to a dedicated full-time EA as the workload grows. Compare related options in our small business virtual assistant and real estate virtual assistant pages, or model your own rate with our pricing overview.
How to Get Started
Getting a dedicated executive assistant live is fast and low-commitment. Tell us your scope, your stack, and your working hours, and we match you with an EA you approve before onboarding begins.
Build your VA
Scope the exact EA you need in a few minutes. Pick the tasks, the hours, and the tools, and we match you with a dedicated executive assistant on EST or CST overlap.
See pricing
All-in $12 to $18 per hour, month-to-month, no long-term lock-in. Start part-time at 20 hours per week and scale to full-time as your workload grows.
Explore the VA hub
See the full nearshore virtual assistant practice, from general admin to specialized niche support, and how the dedicated model works across roles.
Talk to us
Prefer a conversation first? Tell us about your calendar, inbox, and travel load, and we will tell you on the call whether a dedicated EA fits.
Frequently Asked Questions
What does an executive virtual assistant actually handle day to day?
A CFG executive virtual assistant handles the high-trust workload that protects an executive's time. That includes complex calendar management (multi-party scheduling, time-zone coordination, conflict resolution, board and investor scheduling), travel management (flights, hotels, ground transport, detailed itineraries), inbox triage and prioritization (flagging what needs the executive, drafting replies, clearing the rest), meeting prep and briefing documents, stakeholder follow-up, expense management, light project coordination, and gatekeeping inbound requests. The EA works inside your stack (Google Workspace, Microsoft 365, Slack, Notion, Asana, Concur, or whatever you run) so the executive gets focus time back without changing tools.
Is the executive assistant dedicated to me, or shared across clients?
Dedicated, not pooled. Every CFG executive virtual assistant is assigned to one executive (or a defined leadership team) and works your hours, your calendar, and your priorities. EA work depends on context, judgment, and trust that build over weeks, and a rotating pool destroys that. Your EA learns your preferences, your VIP list, your travel patterns, and your communication style, so the support compounds over time rather than resetting with every ticket.
How does a nearshore executive assistant handle time zones?
Executive support runs on real-time overlap. CFG executive assistants are based in the Caribbean and Latin America on US Eastern and Central time, so your EA is online while you are, not 12 hours offset. That matters for the work that cannot wait: a same-day calendar conflict, a flight change at the airport, an investor email that needs a reply before a board meeting. You get full overlap with US East Coast workdays and strong overlap with Central, Mountain, and Pacific, with native or near-native English on every interaction.
How much does an executive virtual assistant cost?
Nearshore executive virtual assistants run between $12 and $18 per hour all-inclusive. General EA scope (calendar, inbox triage, travel, expenses) sits at the lower end. Senior EA scope (board and investor scheduling, briefing-doc preparation, light project coordination, chief-of-staff-style support) sits at the upper end. A US in-house executive assistant typically runs well into six figures once salary, benefits, payroll taxes, and overhead are loaded, so a dedicated nearshore EA is a fraction of that cost. Executives typically start part-time at 20 hours per week and scale to a dedicated full-time EA as the workload grows.
How does an executive assistant protect confidential information?
Discretion is the core of the role. Every CFG executive assistant signs a confidentiality and data-handling agreement before any access to your calendar, inbox, or files. Access is provisioned with role-based permissions limited to the scope of work, and EAs work from verified home offices on company-managed devices. CFG follows industry-standard practices around password storage, two-factor authentication, and encrypted file transfer. For sensitive work (board materials, investor communications, personnel matters, financials), your EA is the trusted gatekeeper, not a liability.
How fast can an executive assistant ramp?
Standard ramp from contract signing to live support is 2 to 3 weeks. Week one is matching and provisioning: we match you with an EA on background, skill, and working style, then provision access to calendar, inbox, travel tools, and your stack. Week two is preference capture and shadow work, where the EA documents your calendar rules, VIP list, travel preferences, communication style, and standing meetings into an operating SOP. Week three typically opens with live ownership of calendar, inbox triage, and scheduling under daily check-ins. Because the EA is dedicated, the relationship deepens from there rather than restarting.
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20 minutes, no slides, just questions about your calendar, inbox, travel load, and working hours. We will tell you on the call whether a dedicated nearshore EA fits how you work.
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A real, dedicated nearshore EA at $12-18/hr all-in, on EST or CST overlap. Part-time pilots from 20 hours per week. Request a custom proposal and we respond within one business day.
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