Outsourcing Executive Assistant: What You Need to Know

Are you a business owner, entrepreneur, or high-level executive who is struggling to keep up with the demands of managing your daily tasks? Do you find yourself constantly overwhelmed with administrative duties and wish you could focus more on growing your company? If so, you are not alone. Many successful professionals face the same dilemma and have found a solution: outsource administrative work.

With the rise of virtual work and remote teams, outsourcing has become a popular and effective option for businesses of all sizes. And with the added benefit of cost savings and efficiency, it's no wonder why more and more companies are turning to outsourcing for executive assistant (EA) roles. But before you jump on the bandwagon, there are a few key things you need to know.

In this blog, we will explore the world of outsourcing executive assistants, including what it entails, the benefits and drawbacks, and how to successfully navigate this growing trend. So if you want to learn more about how outsourcing can free up your time and bring valuable support to your business, keep reading. This is the ultimate guide to outsourcing executive assistants that you don't want to miss.

What exactly does an outsourced executive assistant do?

Outsource admin is becoming increasingly popular as businesses look for ways to optimise their operations and increase efficiency. These highly skilled professionals provide crucial support to executives and business owners by taking on tasks that would otherwise consume valuable time and resources.?

But what exactly does an outsourced executive assistant to a Managing Director do? Let's take a closer look at their role and the tasks they handle.

1. Scheduling and planning – An EA to an MD helps in handling schedules, meetings, travel, and appointments for efficient time use, allowing managers to focus on crucial business matters.
2. Communication and correspondence – They provide assistance in managing communication for executives by filtering out non-essential or urgent matters and prioritising important ones, which enhances productivity and focus.
3. Data organisation and management – They help you manage daily data overload by organising and maintaining important documents, calendars, contacts, and other crucial information for the smooth functioning of the business.
4. Research and analysis – Takes care of the responsibility of researching industry trends, potential clients or competitors, and analysing data to provide valuable insights and recommendations.
5. Project management – They can coordinate with team members, keep track of deadlines and milestones, and provide regular updates to the executive, allowing them to stay informed and make important decisions.
6. Personal assistance – They can also provide personal assistance to busy executives. This can include managing personal appointments, making reservations, and handling personal errands.
7. Event planning – Whether it's a company retreat or a client appreciation event, they can handle all the logistics, from finding the perfect location to managing vendor contracts and coordinating with attendees.

Why outsource executive assistants?

Outsourcing an executive assistant can offer various benefits and advantages to your business. Here are some reasons why admin outsourcing might be the best decision you make for your business.

• Access to top talent – Outsourced EAs are highly trained and skilled professionals. They have experience handling various tasks and have the necessary expertise to support executives and business owners effectively. By outsourcing, you gain access to a larger pool of talent, giving you the opportunity to work with top-performing executive assistants who can add value to your business.
• Time-saving – By outsourcing administrative tasks, you free up your schedule to focus on high-value activities that can grow your business. EAs can handle tasks such as email management, scheduling, research, and travel arrangements, allowing you to focus on key areas of your company.
• Scalability and flexibility – Outsourcing an executive assistant gives you the flexibility to scale up or down as your business needs change. You can increase or decrease their workload as needed without the hassle and cost of hiring and training new employees.
• Focus on core business functions – By outsourcing, you can delegate administrative and time-consuming tasks to professionals, allowing you to focus on core business functions that require your expertise. This way, you can ensure that your business is running smoothly and efficiently without getting bogged down by mundane tasks.

How do I hire an outsourced EA?

Identifying and hiring the right Executive Assistant for a Director can seem overwhelming. To help you navigate this process, we have put together a comprehensive guide on how to hire the best-fit EA for a Director.

• Identify your needs – The first step in hiring any employee, virtual or in-house, is to identify your needs. As EA will be responsible for managing your administrative tasks, it is crucial to understand what those tasks are. Make a list of the daily, weekly, and monthly tasks that you want your EA to handle. This could include scheduling meetings, managing emails, coordinating travel arrangements, and more. The clearer you are about your needs, the easier it will be to find the right candidate.
• Prepare a job description (JD) – Once you have a clear understanding of your needs, the next step is to prepare a job description (JD) for your outsourced EA. A well-written JD will help you attract the right candidates and ensure that you and the candidate are on the same page about their role and responsibilities. Ensure that your JD highlights the key skills and qualifications you are looking for, along with any specific software or tools they should be proficient in.
• Test their skills – Before finalising a candidate, it's essential to test their skills. This is especially crucial for tasks such as managing emails and scheduling. One of the best ways to test their skills is by providing them with a mock task or project. This will allow you to see how well they can manage the tasks you have outlined in the JD and give you an idea of their efficiency and accuracy. You can also ask for references and check their past client reviews to get a better understanding of their work.
• Consider cultural fit – In addition to skills and qualifications, cultural fit is an essential aspect to consider when hiring an outsourced EA. As they will be working closely with you and your team, it is vital to find someone who shares your values and meshes well with your company culture. Take the time to get to know the candidate and determine if they are a good fit for your company.
• Communicate your expectations and requirements – Communication is the key to a successful working relationship with your outsourced EA. Be sure to communicate your expectations and requirements clearly. This includes discussing their work hours, preferred modes of communication, and meeting protocols. Set up regular check-ins to keep track of their progress and provide feedback. This will ensure that your EA is aligned with your goals and working in a way that suits your business.

Hire an outsourced EA service today with optiBPO!

When it comes to hiring a top-notch outsourced EA for a Director, optiBPO is the go-to solution. With years of experience in the outsourcing industry, optiBPO helps businesses plan, build, and manage their offshore team in the Philippines.

Our pool of highly skilled EAs are trained to handle a wide range of administrative tasks, freeing up your time to focus on growing your business. From screening and hiring the perfect candidate to providing ongoing support, our streamlined process ensures that you hire the right EA who fits seamlessly into your business.

Contact us today and let us help you take your business to the next level.