If you’re spinning multiple plates as a founder or small business owner, you’ve probably thought about hiring support.
Perhaps you've wondered whether you need an Executive Assistant or an Administrative Assistant. The truth? Choosing the right support can free up your time, boost productivity, and restore some work-life balance. But not all support roles are created equal—and timing matters.
In this post, I’ll guide you through the differences between Executive Assistants and Administrative Assistants, and explain why, for most growing businesses, an Administrative Assistant (or Virtual Assistant) is the best first hire.
What does an Executive Assistant do?
An Executive Assistant (EA) typically supports directors, CEOs and high-level leaders by managing strategic and confidential tasks. They’re often the bridge between the business leader and the rest of the organisation, and they’re highly experienced in:
- Strategic diary and inbox management
- Preparing reports, presentations, and briefings
- Coordinating meetings and ensuring follow-ups
- Liaising with senior stakeholders or board members
- Supporting long-term planning and project execution
- Occasionally, making decisions on behalf of the executive
EAs are incredibly valuable—but usually better suited to more established businesses with complex structures and larger teams.
What does an Administrative Assistant (or Virtual Assistant) do?
Administrative Assistants (AAs), including Virtual Assistants (VAs), offer vital operational support. They take the weight of everyday admin off your shoulders so you can focus on growing your business.
Typical tasks include:
- Scheduling meetings and managing calendars
- Email management and customer follow-up
- Data entry and maintaining records
- Booking travel and handling expenses
- Supporting basic bookkeeping
- Organising documents and processes
It’s hands-on, practical support that creates immediate breathing space.
Why Administrative Assistants Make More Sense as a First Hire
If you’re building your business from the ground up, you don’t need prestige—you need practicality. Here’s why a Virtual Assistant is the smarter first move.
1. Admin support is essential—this isn’t a luxury
Did you know the average small business owner spends over a third of their time on admin?
That’s time lost to repetitive tasks that could be outsourced with ease. By delegating those jobs, you get back hours to spend on growth, planning, and client relationships.
Admin is not an optional extra. It’s the backbone of your business, and streamlining it is key to avoiding burnout and unlocking growth.
2. It’s quick to delegate and see results
One of the joys of hiring an experienced Virtual Assistant is how quickly they can get started. Most admin tasks are simple to explain, and the impact is felt almost immediately—less stress, fewer late nights, and more space to think.
With the right VA, onboarding is smooth and straightforward. You won't spend weeks training someone to manage your diary—they’ll hit the ground running.
3. Clear roles mean smooth onboarding
Unlike the more strategic (and sometimes vague) remit of an Executive Assistant, the Virtual Assistant role is clearly defined. That makes it much easier to delegate tasks, track progress, and build trust—particularly if it’s your first time working with support.
You don’t need to be a manager to get the best out of a VA. With a simple handover process and a little communication, you can start seeing the benefits straight away.
4. Founders often struggle to let go—this helps
Many business owners keep doing their own admin because they don’t trust anyone else to do it properly. But let’s be honest: it’s hard to maintain high standards when you’re stretched thin.
Your energy should be spent on what you’re best at—whether that’s strategy, client delivery, or product development. A skilled Virtual Assistant not only gets the job done, but often does it better, faster, and more efficiently than you could under pressure.
When Should You Hire an Executive Assistant?
An EA can be invaluable—but only when your business is ready. If you’re managing a large team, handling complex projects, or travelling regularly for high-level meetings, an EA might be just what you need.
But hiring one too early can lead to wasted time and resources. Without established systems or a clear need for strategic support, an EA may struggle to find their place in your business. Plus, the return on investment often takes longer, as their impact is more long-term and less operational.
The Bottom Line: Right Help, Right Time
At this stage in your business journey, it’s about getting the right help—not just the most impressive title.
If you’re overwhelmed by your to-do list, struggling to stay on top of admin, or feeling like you're working weekends just to keep up, an experienced Virtual Assistant can be transformative. They’ll clear the clutter, streamline your systems, and give you back the time and headspace to lead confidently.
And when your business grows and evolves? You’ll be perfectly positioned to bring in an Executive Assistant to take things to the next level.
Ready to Take the Next Step?
If this post has struck a chord, maybe it’s time for a chat.
With over 30 years of experience supporting school leaders, military professionals, CEOs and directors, I understand how precious your time is—and how vital practical support can be.
I offer professional, tailored virtual assistant services for small business owners, founders and coaches who are ready to grow. From project planning and back-office support to diary management and budgeting, I’m here to take the pressure off so you can get back to doing what you do best.
Let’s have a conversation—no pressure, no jargon, just honest advice and a strategy to help you move forward.
About Me
I’m Lisa Jackson, a Virtual Assistant with:
- Over 30 years of PA experience
- AAT qualifications
- A business management diploma
- Experience managing and recruiting staff
- A background in events management
- A personal approach and a deep understanding of running a small business
If you’re ready to stop spinning plates and start focusing on what really matters, let’s talk.