How to hire a remote executive assistant
A practical guide for founders of 5- to 50-person companies in the US and Europe: tasks, sourcing, screening, contracts, payment and cost.
A good executive assistant gives a founder back hours every week: the inbox is triaged, meetings are booked, follow-ups go out and reports are ready before Monday. Hiring one remotely, from a country with lower living costs, makes a full-time assistant affordable for a 5- to 50-person company. This guide covers what to delegate, where to find candidates, how to test them, how to contract and pay, and what it costs.
What a remote executive assistant does
- Inbox and calendar: triage email, draft replies, schedule and reschedule meetings across time zones, prepare agendas.
- Travel and logistics: flights, hotels, visa paperwork, expense reports.
- Reports and documents: weekly KPI sheets, slide decks, meeting notes, contract and invoice tracking.
- CRM and tools hygiene: keep HubSpot, Pipedrive, Notion or Asana up to date.
- Vendor and team follow-up: chase suppliers and contractors, track deadlines, send reminders.
What not to delegate in the first month: anything that needs your judgement on money or people. Start with tasks you can describe in a checklist, then widen the scope.
What it costs
| Option | Typical cost | Notes |
|---|---|---|
| Local US hire (employee) | $76,590 / year median | Executive secretaries and executive administrative assistants, May 2025, BLS. Benefits are on top: 30.0% of total compensation for private-industry workers. |
| Remote full-time contractor via Silkstaff | $800–1,100 / month | Paid directly to the person, plus a one-time $2,500 placement fee on the start day and a payment tool such as Deel ($49 per contractor per month). |
Run your own numbers with the in-house vs remote cost calculator, or see remote EA rates by country.
Where to find a remote executive assistant
- Freelance marketplaces such as Upwork: large pool, you do all the screening, and the platform charges fees on every payment. Good for short or part-time tasks. See Silkstaff vs Upwork.
- Managed VA companies: they employ the assistant and bill you an hourly or monthly rate that includes their margin, every month.
- Local job boards in the candidate's country: the cheapest channel, but you need the local language and time to screen hundreds of applications.
- Recruitment agencies such as Silkstaff: the agency sources and screens, you interview a shortlist and hire the person directly, paying a one-time fee.
How to hire, step by step
- Write the task list. Ten to fifteen recurring tasks, the tools you use and the hours you need covered.
- Decide on time overlap. European hours fit a normal working day in Georgia, Armenia, Ukraine and Central Asia. For US clients, an afternoon-to-evening shift there covers the US Eastern morning and early afternoon; full US-day coverage usually means a candidate from the Philippines on a night shift. See the time zone notes in our Georgia and Ukraine guides.
- Screen with a written task, not a CV. Example tasks we use: a supplier has missed a deadline (write the email); the founder's day has three conflicting meetings (reprioritise and explain); a customer disputes a refund (reply).
- Run a 20-minute video interview. Check spoken English, structure, and how they ask clarifying questions. Ask for a screen share of a spreadsheet they built.
- Check two references from former managers.
- Check the setup: internet speed test, a backup connection, a quiet room, the laptop they will use.
- Start with a paid trial of one to two weeks with clear deliverables.
Contract and payment
Most small companies engage a foreign assistant as an independent contractor. Sign a contractor agreement that covers scope, hours, rate, confidentiality, IP and notice period. US companies usually ask a non-US contractor for IRS Form W-8BEN. To pay, use Deel ($49 per contractor per month), Wise Business or Payoneer in USD. Tax and employment rules differ by country, so confirm the setup with your accountant.
Onboarding in the first two weeks
- Day 1: accounts (email alias, password manager, calendar delegation), a 30-minute walkthrough of your week, the task checklist.
- Week 1: daily 15-minute check-in; they shadow your inbox and draft, you approve.
- Week 2: they send without approval for routine replies; weekly review of what to add or drop.
How Silkstaff works
- 3 vetted profiles with intro videos in 7 days after a 15-minute brief.
- Every candidate passed a role-specific written test in English, a live video interview, a reference check and a setup check.
- One-time fee: $2,500 for assistant and support roles, $3,000 for e-commerce operations, paid on the person's first working day. No deposit, no exclusivity.
- 90-day free replacement if the person leaves or is let go.
- Direct hire: you sign a contractor agreement with the person and pay them directly (Deel, Wise or Payoneer). No monthly markup on their pay.
FAQ
How much does a remote executive assistant cost?
A full-time remote executive assistant hired directly from Georgia, Central Asia, Ukraine or the Philippines through Silkstaff typically earns $800–1,100 a month as a contractor. For comparison, the US median annual wage for executive secretaries and executive administrative assistants is $76,590 (May 2025, US Bureau of Labor Statistics), before benefits.
Should I hire a remote EA as an employee or a contractor?
Most small companies hire a foreign remote assistant as an independent contractor with a written contractor agreement. US companies usually collect Form W-8BEN from a non-US contractor. If you need the person as a formal employee in their country, you need an employer of record, which costs more. Check your own situation with your accountant.
How many hours of overlap do I need with a remote EA?
For an executive assistant, plan for at least 4 hours of daily overlap with your working day. European business hours fit a normal working day in Georgia, Armenia, Ukraine and Central Asia. For US clients, candidates there usually work an afternoon-to-evening shift that covers the US Eastern morning and early afternoon; candidates in the Philippines can cover the full US day on a night shift.
How long does it take to hire a remote executive assistant?
With Silkstaff you get 3 vetted profiles with intro videos within 7 days of the brief, and the person typically starts 14–21 days after the brief. Hiring on your own through job boards usually takes longer because you do the screening.
What if the assistant does not work out?
Silkstaff replaces the person free of charge if they leave or are let go in the first 90 days.
Related guides
- Virtual assistant from Georgia: cost and how to hire
- Virtual assistant from Ukraine: cost and how to hire
- Silkstaff vs Upwork
- Remote EA salary guide by country (2026)
- In-house vs remote assistant cost calculator
Sources
- US Bureau of Labor Statistics, OEWS May 2025: Executive Secretaries and Executive Administrative Assistants (43-6011): https://www.bls.gov/oes/current/oes436011.htm
- US Bureau of Labor Statistics, Employer Costs for Employee Compensation, June 2026: https://www.bls.gov/news.release/ecec.nr0.htm
- Deel pricing: https://www.deel.com/pricing/
- IRS: About Form W-8BEN: https://www.irs.gov/forms-pubs/about-form-w-8-ben