January 20, 2026

Virtual Assistant vs. In-House EA: The True Cost of Executive Support

You are weighing up a £50,000 salary against a £30 hourly rate, and the maths seems obvious.

It’s a calculation every hiring manager in London eventually makes. Why pay for a full-time employee, complete with National Insurance, pension contributions, and office overheads, when you could just pay for the hours you use? The "gig economy" logic is seductive, but when applied to high-stakes executive support, the hidden costs often outweigh the initial savings. You aren't just buying time; you are buying context, continuity, and the ability to prevent crises before they happen.

Key Takeaways

Virtual support reduces fixed costs but limits availability, offering a flexible solution for administrative overflow but failing during high-intensity periods.
In-house EAs deliver depth, context, and continuity, ensuring that the person managing your inbox understands the nuanced politics behind every email.
Risk increases when role scope outgrows a VA model, particularly regarding data security and the lack of a dedicated, accountable partner.
Hybrid models often deliver the best balance, utilising virtual assistants for transactional tasks while retaining a strategic in-house EA for C-suite support.

Is a virtual assistant cheaper than an employee?

A virtual assistant is cheaper upfront because there are no employment taxes, benefits, or recruitment fees attached to the invoice. You pay strictly for the productive hours logged, avoiding the costs of downtime, holidays, and sick pay. However, this calculation often ignores the "management tax"—the time you spend briefing, checking, and correcting work from a resource that lacks deep organisational context.

What is the true cost of employment taxes and benefits?

The true cost of employment taxes and benefits typically adds 30-40% on top of a base salary in the UK. For a Senior EA on £55,000, the total cost to the business can approach £75,000 once Employer’s NI, pension contributions, and office costs are factored in. Virtual assistants eliminate this overhead completely, making them an attractive option for start-ups or leaders with fluctuating support needs.

How does VA pricing compare to output variability?

VA pricing versus output variability differs because you are paying a premium hourly rate (often £35-£50/hr for premium UK-based VAs) for a fragmented service. While the unit cost is higher, the total spend is lower. The trade-off is often consistency; a virtual assistant juggling five other clients may not prioritise your urgent crisis at 6 PM on a Friday, whereas an in-house employee is dedicated solely to your success.

Can an Executive Assistant work remotely?

An Executive Assistant can work remotely for scheduling, inbox management, and travel coordination tasks that are digital-first. The shift to hybrid working has proven that logistical support does not require a physical desk outside the CEO’s office. However, strategic support often relies on osmosis - hearing a conversation in the corridor or reading the room after a board meeting - which is impossible to replicate over Zoom.

Which tasks are suited to remote delivery?

Tasks suited to remote delivery include complex travel bookings, expense reconciliation, and document formatting. These are process-driven activities with clear inputs and outputs. As we explore in Balancing Remote vs Hybrid Work Offerings, top talent expects some flexibility for these tasks, but full remote delivery often severs the "right-hand" relationship required for C-suite roles.

When does physical presence matter?

Physical presence matters when the role involves stakeholder management, hosting clients, or acting as a cultural ambassador for the office. A CEO’s EA often acts as the gatekeeper and the eyes and ears of the business. If they are not present to witness the office dynamic, their ability to advise the executive on team morale or soft issues is severely compromised.

What are the risks of hiring a virtual PA?

The risks of hiring a virtual PA include limited accountability, reduced continuity, and potential data security exposure. When you outsource your inbox to a third-party provider or a freelancer, you lose direct control over who sees your confidential data and how strictly they adhere to your internal compliance protocols.

How do security, continuity, and accountability factor in?

Security, continuity, and accountability involve ensuring that the person handling your sensitive board papers is vetted, insured, and legally bound to your organisation. A virtual assistant works for themselves or an agency, not you. If they leave or go sick, you might be assigned a replacement with zero knowledge of your preferences. In contrast, Permanent vs Temporary Hiring decisions often hinge on whether you can afford for that knowledge to walk out the door.

What are the scaling limits of fractional support?

The scaling limits of fractional support become apparent when your demands exceed 15-20 hours a week. At this point, the cost-benefit analysis flips. You end up paying a high hourly premium for a part-time resource when a full-time, dedicated employee would cost the same but deliver 40+ hours of focused output.

How to Choose Between a Virtual Assistant and an In-House EA

Step 1: Audit your workload volume.

Track your administrative tasks for two weeks. If the volume is consistently under 15 hours, a Virtual Assistant is likely the right commercial choice. If it exceeds 25 hours, you are in the territory of a part-time or full-time hire.

Step 2: Assess the "Context Heavy" tasks.

Review the list for tasks that require deep knowledge of your personal preferences or company politics. If more than 50% of the work requires you to explain "why" or "who," an in-house EA will be more efficient. Understanding the Executive Assistant vs. Personal Assistant distinction is crucial here.

Step 3: Calculate the confidentiality risk.

If your support involves handling highly sensitive IP, M&A data, or regulated financial information, the security risk of a remote freelancer may be too high compared to a vetted employee.

Step 4: Forecast your growth.

Are you hiring for today or for 12 months from now? A VA is a great stop-gap, but if you plan to scale, hiring a dedicated EA early allows them to build the systems and culture alongside you.

FAQs

Is a virtual assistant cheaper than an employee?

A virtual assistant is cheaper upfront because there are no employment taxes or benefits, but total value depends on availability, scope, and output consistency.

Can an Executive Assistant work remotely?

An Executive Assistant can work remotely for scheduling, inbox management, and coordination tasks, but complex stakeholder and leadership support often requires in-person access.

What are the risks of hiring a virtual PA?

The risks of hiring a virtual PA include limited accountability, reduced continuity, and data security exposure if providers are not vetted properly.

Do virtual assistants have insurance?

Reputable virtual assistant agencies carry professional indemnity insurance, but freelance VAs may not. You must verify this before sharing access to your systems.

Can I hire a VA for a specific project?

Yes, the fractional model is excellent for specific projects like data entry, event research, or travel planning where deep context is not required.

How do I transition from a VA to an in-house EA?

Transitioning involves documenting the processes the VA has built and using a handover period where the new EA shadows the VA’s digital workflows.

What is a fractional Executive Assistant?

A fractional Executive Assistant is a highly experienced EA who supports multiple executives at a strategic level, splitting their week between several clients.

The Cost of Context

The cheapest option on the spreadsheet is rarely the most valuable option for your calendar. Contact Morgan Spencer to discuss whether your business needs the flexibility of a contractor or the dedication of a permanent EA.

Author Bio

Margaret George is a specialist recruiter at Morgan Spencer with 21 years of experience in the London market, primarily serving FTSE 250 clients. She has successfully managed national branch networks and delivered complex on-site, interim, and permanent resourcing solutions. Her expertise lies in building high-performing, dedicated teams that drive business success through strategic talent alignment.

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Virtual Assistant vs. In-House EA: The True Cost of Executive Support