Unlocking Maximum Efficiency: A Guide To Leveraging an Executive Virtual Assistant for Your Success

Running a business is no walk in the park. Sure, it can be fulfilling but it’s an uphill battle, with more than half of businesses failing in the first year. Managing it alone is an intricate balancing act that demands juggling a million things all at once—but having an executive virtual assistant can make all the difference.

From keeping your daily operations running smoothly to plotting out your long-term growth, and sorting out your finances. It can truly be a lot, even for bigger companies. On top of all of that, entrepreneurs and business leaders still have to maintain some semblance of a personal and work life balance amid the chaos. Seriously, who has time for that?

If this strikes a chord with you, you can leverage a secret weapon—the unsung hero of the modern workforce: an executive virtual assistant (EVA). They are your own personal army of efficiency, handling everything from admin tasks to customer service with a hundred and one percent precision. With these masters of efficiency and streamlining by your side, you get the freedom to focus on what really matters—strategic initiatives that can fuel your revenues and grow your empire.

It’s no wonder the demand for these virtual assistants continues to skyrocket, with the global market value expected to balloon from a modest $2.35 billion in 2022 to a whopping $15.23 billion by 2030. There’s also a 1,292% increase in searches for virtual assistants. That’s some serious growth—and a clear indication that the era of the virtual assistant is here and now.

What is an executive virtual assistant? 

Executive virtual assistant working from a home office

Let us paint you a picture. It’s the peak season for your business and you’ve got a million things on your plate. Even with all hands on deck, your in-house team just can’t keep pace with the sheer volume and complexity of tasks. With your in-house struggling to keep pace, you decide to work with an executive virtual assistant (EVA)—and it makes all the difference. Let’s dissect what an executive virtual assistant is:

  • Executive: From the operative word ‘executive,’ they are remote office and business managers, ensuring everything is on-track, from schedules to inventories and everything in between. They’re not just your run-of-the-mill assistants. They’re the A-team of the virtual world, with each one having unique skill sets that give them a competitive edge.
  • Virtual: Imagine having the most reliable secretary on the planet. But instead of having them work just outside your office door, they’re halfway across the globe. Well, not always, but they typically work in a different country. Hence, the word ‘virtual,’ because most of your interactions will be in the digital sphere.  
  • Assistant: While they’re typically experts in one particular field, they’re also jacks of all trades boasting a Swiss Army knife of skills. Need someone to handle your business development strategy? They’ve got you covered. Want someone to charm your clients and keep them coming back for more? Consider it done. Another bonus perk of having EVAs onboard is that they aren’t bound by the constraints of time zones. Whether you’re burning the midnight oil or enjoying a sunrise yoga session, they’ll be there, delivering top-notch service with a smile (even if it’s through a screen).

How an executive virtual assistant can transform your business: 6 key benefits revealed

Executive assistant talking with a boss via virtual call

Welcome to the big boss club—it’s just the fast-track business world, and we’re all just trying to keep our heads above water.

Luckily, solopreneurs, start-up owners, and high-level execs need not worry. Your executive assistant can easily turn things around. EVAs are equipped to tackle all the trivial admin work so you can focus on being the boss. Buckle up as we take a closer look at why hiring an executive assistant is the best decision you’ll ever make for your business. 

Administrative support

We know the modern boss’ conundrum all too well. In fact, we’ve all been there. Instead of strategizing growth, closing deals, and meeting with industry stakeholders, you find ourselves knee-deep in administrative tasks.

Well, it’s time to stop trying to do it all yourself and leaving the details to certified experts. After all, that’s what EVAs are there for—to support you, lighten your load, and free up your time so you can focus on what really matters. Here are some examples of administrative quality support tasks that VAs can take off your plate:

  • Scheduling meetings, sending calendar invitations, and following up
  • Encoding data
  • Flight and accommodation arrangements
  • Calendar management
  • Email inbox management

Gatekeeping

Let’s face it, you have moments when we’d rather not deal with certain people. It’s not about being rude or indifferent—it’s about prioritizing our time and energy on things that truly matter. We’ve all got limits, and sometimes we have to draw the line.

But there is a caveat: Sometimes, saying no can be tough, especially when it’s someone we know personally. Well, you can leave this unenviable task to your dedicated executive virtual assistant. With their exceptional skills in people management, EVAs can gracefully handle those awkward conversations for us:

  • Filtering out the noise
  • Screening calls
  • Managing emails
  • Turning down requests that don’t align with your priorities

Project management

At any given point in time, all businesses are always juggling multiple projects. For instance, while they are manufacturing a certain product, another is already hitting the shelves, and yet another one is still in the development stage.

An executive assistant can do the following:

  • Tracking and monitoring timelines of campaigns and projects
  • Managing resources
  • Overseeing workload and progress of team members
  • Planning and scheduling meetings and check-ins

Strategic support

As all-around assistants, EVAs know the ins and outs of all aspects of your business operations. Unlike department heads who may have a limited or siloed perspective of business issues, they can provide a holistic, bird-eye’s view of business opportunities and challenges.

EVAs are our eyes and ears on the ground. There are, after all, some things that employees like to keep from the boss. If our sales are down, for instance, they have insider info on our marketing strategies. If our customer churn is up, they can loop us in on some critical client insights. They’ve got the inside scoop on what’s really going on behind the scenes.

Executive assistants often serve as confidants and advisors to the executive, providing valuable insights and perspectives on various matters. Their deep understanding of your priorities and preferences empowers them to anticipate your needs and proactively address business issues.

Efficiency and productivity

Running a business is all about continuous improvement, from streamlining processes to increasing improvement. We always strive to hit and go beyond the quotas, KPIs, and goals we set.

To achieve this, we need to drive efficiency and productivity. It’s a good thing EVAs are experts in doing just this. By taking on routine tasks and administrative duties, executive assistants free up valuable time for the executive to focus on strategic initiatives and high-impact projects. 

What’s more, remote work has been proven to increase productivity for most people, with as much as 86% of people saying that working allows them the ability to reach maximum productivity. This means your EVAs are actually more productive than in-house employees.

Personal and professional growth

By bringing an executive assistant on board, you’re not just lightening your workload — you’re creating space for both of you to grow and thrive. This is also a great way to ensure their employee loyalty, with 86% of employees saying they’d leave their jobs for something with greater opportunities. 

It’s a two-pronged solution. Delegating meaningful work that challenges and inspires them liberates you to do what you do best—leading the charge and making those dreams a reality.

So there you have it. From boosting productivity to providing strategic support, six key benefits that prove why an executive assistant is a game-changer.

What are you waiting for? Go ahead, invest in that key support role, and watch as your workload shrinks, your effectiveness soars, and your dreams become reality. It’s time to take your organization, and your career to new heights.

Top 10 skills a good executive virtual assistant must have 

Business owner looking at a resume with skills laid out

Executive virtual assistants (EVAs) are becoming increasingly indispensable for busy professionals seeking to optimize their productivity and streamline their operations. So, what makes these EVAs so indispensable? Here’s a rundown of the must-have skills that every exceptional executive virtual assistant possesses. 

Organization skills

Every good EVA is first and foremost a great organizer. They aren’t just keeping track of your appointments and answering emails—they’re the architects of your business hours, daily schedule and your team’s productivity.

Whether it’s coordinating meetings, managing deadlines, or just keeping your inbox from turning into a digital dumpster fire, a good EVA leverages their organizational skills to stay on top of everything.

Gone are the days when a good ol’ secretary just color-codes calendars or alphabetizes files. These modern-day assistants understand your priorities, anticipate your needs, and stay one step ahead of the game. They create order out of chaos, finding efficiencies where others see only confusion, and making sure that nothing falls through the cracks.

Their organization skills ripples through your entire operations. When your schedule is streamlined, your deadlines are met, and your inbox is under control, it frees up mental bandwidth for you to focus on what truly matters—closing that big deal, brainstorming your next big idea, or just enjoying some well-deserved downtime.

Time management

Executive assistant arranging a calendar

The age-old adage “Time is gold,’’ still holds true, especially for business executives and entrepreneurs. In business, every minute counts, and it matters all the more when it comes to making critical decisions and seizing opportunities.

Executives and entrepreneurs don’t have the luxury of wasting time, whether it’s during crunch periods for critical tasks like product launches or investor meetings, or just in the day-to-day grind of running a business. Deadlines are non-negotiable, and missing them can have serious consequences for the success of their ventures.

Not only do they have to meet external deadlines set by clients, investors, or regulatory bodies (for example: tax and business permits), but they also need to stay on top of internal deadlines to keep their operations running smoothly. From managing project timelines to coordinating with team members, effective time management is essential for executives and entrepreneurs to stay ahead of the game.

But the sad reality is that: 82% of people don’t have an established time management system.

This is where EVA’s time management skills come in. While they may not have received formal training, the demands of their roles teach them valuable lessons in prioritization, delegation, and efficiency. They learn to juggle multiple virtual assistant tasks, prioritize the most important ones, and delegate effectively to maximize their productivity and make the most of their limited time.

Time is indeed a precious resource, (arguably, the most precious) and EVAs are masters of managing it effectively to stay competitive and achieve their clients’ business goals.

Communication skills

Virtual assistants are critical conduits in the successful and seamless flow of information between you, your clients, and your team.

Throughout the day, they’re fielding calls from clients, jotting down tasks from you, cascading those tasks to your team, and circling back to report on progress. And at every step of the way, they need to communicate with clarity and effectiveness. For example:

  • When they’re on the phone with a client, they need to be professional, friendly, and on the ball, making sure the client feels heard and valued.
  • When they’re reporting back to you, they need to be concise, accurate, and informative, giving you the insights you need to make informed decisions. 
  • When they’re translating your instructions into actionable tasks for your team, they need to be crystal clear to avoid any confusion or misunderstandings.

Confidentiality

Executive assistants do more than just keep track of your appointments and answer your emails. They hold the keys to your digital kingdom, from your top-secret product launches to your client roster and even the passwords to official platforms. Given that, they handle things with utmost professionalism and discretion.

Trust is a huge deal for them. Why? Well, think about what could happen if it were breached. With as many as 6.41 million data records leaked globally in the first quarter of 2023 alone, a lot is at stake. Your confidential data is a ticking time bomb, just waiting for theft that could spell disaster for your company and business.

But fear not because EVAs leverage all the latest software and encryption to keep your information safe from prying eyes. With their eagle-eyed attention to detail and unwavering commitment to keeping things secure, they protect your industry secrets and financial assets from the shadows.

At the end of the day, it’s all about that mutual trust. EVAs handle your sensitive info with the same care and discretion as they would their own, earning the respect and admiration of everyone they work with. 

Tech-savviness

Since executive virtual assistants live in the digital world, you can expect that they’re tech savvy. EVAs aren’t just fluent in the language of apps and software—they’re masters of the digital domain, always staying one step ahead of the curve when it comes to digital tools and platforms. 

Here are just some examples of the tech stuff that executive assistants are expected to be involved with:

  • Setting up automated workflows
  • Optimizing your CRM system
  • Streamline your operations
  • Email management
  • Set up and optimize project management software
  • Manage video conferencing tools or other productivity applications

Attention to detail

As business leaders, we’re all about the big picture—setting KPIs, mapping out long-term growth strategies, and keeping our eyes on the bottom line.

But here’s the thing: that big picture is made up of a million little dots, and as the saying goes, “The devil is in the details.”

From remembering crucial deadlines to dotting the i’s and crossing the t’s on a contract, or just making sure that every comma is in its rightful place, attention to detail is absolutely crucial for an executive virtual assistant (EVA). 

So what sets a good EVA apart from the rest? It’s their keen eye for detail and a relentless dedication to getting things right. They double-check those spreadsheets to triple-check those emails, leaving no stone unturned in their quest for perfection.

Problem-solving skills

Executive assistant solving a problem using a mapping tool

EVA encounter a wide range of challenges in their role, from technical hiccups and scheduling snafus to communication breakdowns and everything in between. 

If and when things go sideways, they roll up their sleeves and dive headfirst into finding solutions.When faced with a technical glitch that’s threatening to derail your day, a top-notch EVA troubleshoots the problem with ease and gets you back on track in no time. And when it comes to navigating tricky scheduling conflicts or miscommunication, they’re master negotiators who  find common ground and smooth things over like a pro.

With their sharp problem-solving skills, quick thinking, and knack for finding practical solutions, they keep your business ahead of the curve, no matter what challenges come your way.

Professionalism 

Last but definitely not least, a good quality EVA embodies professionalism in all aspects of their work. They conduct themselves with integrity, respect, and professionalism at all times, representing the executive and your brand in a positive light.

Whether they’re fielding calls from clients, interacting with colleagues, or representing you and your brand, they’re always putting their best foot forward. They serve as brand and community ambassadors spreading positivity and good vibes wherever they go.

To sum it up: EVAs are rockstar employees. From being masters of organization and time management to rocking the latest tech and being communication experts, it’s all about having the top talent and right tools in your belt.

FAQs on EVAs: Additional things you need to know about hiring an executive virtual assistant 

How much does hiring an executive virtual assistant cost?

The price tag can vary depending on factors like how much experience they’ve got, what skills they bring to the table, where they’re based, and what job exactly you need them to do.

On average, you’re looking at anywhere from $20 to $75 per hour for an EVA. But, if you’re after someone with some specialized skills, you might need to shell out more.

Pro tip: some EVAs offer package deals or monthly retainer options, which can save you some cash. So, it’s worth checking out if you’re planning on bringing someone on board for the long haul.

Where can you find skilled and experienced VAs?

You can find skilled and experienced virtual assistants (VAs) through various channels, both online and offline. Here are some common avenues you can explore:

  • Online platforms
  • Virtual assistant agencies
  • Professional networks
  • Social media 
  • Referrals

What are double executive virtual assistants?

Double executive virtual assistants (EVAs) are a specialized type of virtual assistant service that provides support to two executives simultaneously.

Unlike traditional EVAs who typically work with one executive or client at a time, double EVAs are skilled at juggling the needs and priorities of two executives—often from different organizations or industries.

Unlock new heights of success with an executive virtual assistant at your side

Executive assistant getting a good review

Running a business comes with its fair share of challenges. Whether it’s dealing with cash flow issues, navigating complex regulations, or facing fierce competition, there’s always something trying to knock you off course. And let’s not forget about the never-ending to-do list—from marketing and sales to operations and customer service, the demands on your time and resources can feel overwhelming at times.

As a business leader, you’re constantly juggling multiple tasks, managing competing priorities, and striving to achieve your goals. But what if there was a way to lighten your load and unlock new levels of efficiency and productivity?

By leveraging the expertise, efficiency, and support of an EVA, you’ll unlock new heights of success and take your business to the next level. So why wait? Start harnessing the power of an executive virtual assistant today and watch your productivity soar. Reach out to LTVplus today.

Need a dedicated customer experience team ready to support your brand?

Book a consultation with us and we’ll get you set up.

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