This article was written by our expert who is surveying the industry and constantly updating the business plan for an executive assistant service.
Starting an executive assistant business requires understanding all the costs involved in hiring and managing this critical role.
A comprehensive budget covers everything from base salary and benefits to recruitment expenses, software tools, office equipment, and ongoing professional development. Each category must be carefully planned to ensure your executive assistant service remains financially sustainable while attracting qualified talent.
If you want to dig deeper and learn more, you can download our business plan for an executive assistant service. Also, before launching, get all the profit, revenue, and cost breakdowns you need for complete clarity with our executive assistant financial forecast.
An executive assistant startup budget includes ten essential categories: base salary, benefits, recruitment, software, equipment, travel, professional development, variable labor costs, contingency funds, and performance bonuses.
The base salary typically represents 45-65% of the total role budget, with benefits adding another 18-30%, while smaller allocations cover technology tools, office setup, and ongoing training needs.
| Budget Category | Percentage of Total | Annual Range (USD) | Key Components |
|---|---|---|---|
| Base Salary | 45–65% | $60,000–$85,000 | Market-competitive compensation for experienced executive assistants |
| Benefits Package | 18–30% | $18,000–$24,000 | Health insurance, retirement contributions, paid leave |
| Recruitment & Onboarding | 3–7% | $2,500–$5,000 | Job postings, hiring platforms, initial training materials |
| Software & Technology | 1–3% | $600–$2,000 | Scheduling, project management, communication tools |
| Office Equipment | 2–5% | $2,000–$4,500 | Computer, phone, workspace furniture, peripherals |
| Travel Expenses | 7–15% | Variable | Local transportation, business trips, accommodations |
| Professional Development | 2–5% | $1,000–$2,500 | Training courses, certifications, industry memberships |
| Variable Labor Costs | 5–10% | Variable | Overtime hours, temporary support, freelance backup |
| Contingency Reserve | 7–12% | Variable | Buffer for unexpected expenses and emergencies |
| Annual Adjustments | 2.5–10% | Based on salary | Cost-of-living increases, performance bonuses |
What are the essential cost categories for an executive assistant startup budget?
Your executive assistant budget must cover ten distinct categories to ensure comprehensive financial planning and operational success.
The base salary forms the foundation, typically consuming 45-65% of the total budget. This is followed by benefits including health insurance, retirement contributions, and paid leave, which add another 18-30% to your costs. Recruitment and onboarding expenses represent a one-time investment of 3-7% of the annual budget, covering job postings, hiring platforms, and initial training materials.
Technology and software tools require ongoing investment of 1-3% annually for scheduling platforms, project management systems, and communication applications. Office setup expenses, representing 2-5% of the budget, include computer equipment, phones, workspace furniture, and necessary peripherals. Travel-related costs can range from 7-15% depending on how frequently your executive assistant handles off-site meetings or events.
Professional development provisions should account for 2-5% of the annual budget to cover training courses, certifications, and industry memberships. Variable labor costs, including overtime and temporary support, require 5-10% of the budget. A contingency reserve of 7-12% protects against unexpected expenses, while annual salary adjustments and performance bonuses represent an additional 2.5-10% based on the base salary.
Each category requires specific allocation based on your startup's unique needs, market conditions, and growth projections for your executive assistant service.
How much should you allocate for base salary based on current market rates?
The base salary for an executive assistant in 2025 typically ranges from $60,000 to $85,000 annually for experienced professionals in the United States.
Entry-level positions generally fall between $50,000 and $70,000, while experienced executive assistants with specialized skills command the higher end of the range. Geographic location significantly impacts these figures—major metropolitan areas like New York, San Francisco, and Boston may require salaries 15-25% above these benchmarks, while smaller markets may fall 10-20% below.
International markets show different patterns, with European and Asian positions typically ranging from $40,000 to $65,000 depending on local competition and skill requirements. The base salary should represent 45-65% of your total role budget, a standard ratio for personnel-intensive positions in professional services.
When setting your salary range, research specific market data for your location using platforms like Glassdoor, Salary.com, and LinkedIn Salary Insights. Factor in the complexity of duties, required experience level, and specialized skills like multilingual capabilities or industry-specific knowledge that may justify premium compensation.
This is one of the strategies explained in our executive assistant business plan.
What percentage should you reserve for benefits like health insurance and retirement?
Benefits typically cost between 18% and 30% of the base salary for an executive assistant position.
Health insurance represents the largest component, consuming 12-20% of base salary depending on your plan selection and cost-sharing structure. Employer-sponsored health plans vary widely, with comprehensive coverage for a single employee costing $600-$900 monthly, or $7,200-$10,800 annually. If you offer family coverage, these costs can double or triple.
Retirement contributions typically require 3-6% of base salary, whether you offer a 401(k) match, SEP-IRA, or SIMPLE IRA plan. Most competitive packages include at least a 3% employer match to attract quality candidates. Paid leave accounts for 2-4% of salary costs, covering vacation days, sick leave, and holidays—generally 15-25 days annually for full-time executive assistants.
For an executive assistant earning $80,000 annually, you should budget $14,400 to $24,000 for the complete benefits package. Additional considerations may include dental and vision insurance (adding $1,200-$2,400 annually), life insurance ($300-$600 annually), and disability insurance ($400-$800 annually).
These percentages reflect competitive packages that help attract and retain talented executive assistants in the current market.
What should you budget for recruitment and onboarding expenses?
Recruitment and onboarding costs for an executive assistant typically total between $2,500 and $5,000 per hire.
Job posting expenses range from $300 to $700 when advertising across multiple platforms such as Indeed, LinkedIn, and specialized administrative job boards. Premium job listings on LinkedIn can cost $200-$400 per posting, while Indeed's sponsored posts range from $150-$300 monthly. If you use staffing agencies or recruiting platforms, expect to pay $1,500 to $3,000 per successful placement—often 15-20% of the first-year salary for executive-level support roles.
Onboarding and initial training costs add another $500 to $2,000, covering orientation materials, documentation systems, training resources, and the time investment from existing staff members who mentor the new hire. Background checks and pre-employment screening typically cost $50-$200 per candidate, while skills assessments or personality tests may add $100-$300.
If you conduct multiple interview rounds or fly candidates in for final interviews, travel and accommodation expenses can increase these costs by $500-$1,500. Consider these expenses as one-time investments that occur with each new hire, representing approximately 3-7% of the total annual role budget.
Investing adequately in recruitment ensures you attract qualified candidates who reduce turnover and deliver strong performance from day one.
How much should you budget for necessary software and technology tools?
Software and technology tools for an executive assistant typically cost $50 to $150 per month, or $600 to $2,000 annually.
Essential scheduling and calendar management tools include Google Workspace ($12-$18 per user monthly) or Microsoft 365 ($12.50-$22 per user monthly), which provide email, calendar, document storage, and collaboration features. Specialized scheduling platforms like Calendly or Acuity Scheduling add $8-$15 monthly, while advanced calendar management tools like Motion or Reclaim.ai cost $15-$30 monthly.
Project management systems such as Asana, Trello, or Monday.com range from $10 to $25 per user monthly for business plans. Communication platforms like Slack ($8-$15 per user monthly) or Microsoft Teams (included in Microsoft 365) facilitate internal coordination. Document management and e-signature tools like DocuSign or PandaDoc add $10-$40 monthly depending on volume.
Travel booking and expense management platforms like TravelPerk or Expensify cost $8-$15 per user monthly. Customer relationship management (CRM) systems, if required, range from $25-$75 monthly per user. Premium or specialized software stacks for executive assistants supporting C-level executives may push costs to $200-$300 monthly.
This represents 1-3% of your total executive assistant role budget and ensures your assistant has the digital tools needed for maximum productivity.
What office setup expenses should you anticipate for equipment and workspace?
Office equipment and workspace setup for a new executive assistant typically costs between $2,000 and $4,500.
| Equipment Category | Cost Range | Specifications and Considerations |
|---|---|---|
| Computer/Laptop | $900–$1,800 | Business-grade laptop with sufficient processing power for multitasking, video conferencing, and productivity applications. MacBook Air/Pro or Dell XPS/Latitude models are standard choices. |
| Smartphone | $400–$900 | Business smartphone for calls, messaging, and mobile productivity. iPhone 14/15 or Samsung Galaxy S-series provide necessary features for professional communication. |
| Dedicated Phone Line | $200–$400/year | Professional business line separate from personal phone, either traditional landline or VoIP service like RingCentral or Grasshopper. |
| Desk and Chair | $500–$1,000 | Ergonomic office chair ($250-$600) and professional desk ($250-$400). Standing desk converters add $150-$300 if desired. |
| Monitor(s) | $200–$500 | Dual monitor setup or single ultra-wide monitor significantly improves productivity for calendar management and multitasking. |
| Peripherals | $100–$300 | Keyboard, mouse, webcam, headset, document scanner, cable management, surge protectors, and other accessories. |
| Office Supplies | $100–$200 | Initial stock of notebooks, pens, folders, filing systems, and basic office supplies for first few months. |
For remote executive assistants, you may need to provide additional internet stipends ($50-$100 monthly) or contribute to home office setup costs. Co-working space memberships, if required, add $200-$500 monthly depending on location and access level.
These setup expenses represent 2-5% of your annual executive assistant budget and constitute a one-time investment for each new hire, though some items require periodic replacement every 3-5 years.
How should you calculate travel expenses for off-site meetings and events?
Travel expenses should be calculated based on the frequency and distance of off-site activities your executive assistant will handle.
For local travel within the same metropolitan area, budget $150 to $300 monthly for ride-sharing services, taxis, parking fees, and public transportation. This covers routine errands, client meetings, and local event coordination. If your executive assistant drives their personal vehicle for business purposes, the standard IRS mileage rate for 2025 is $0.70 per mile, requiring careful tracking and reimbursement systems.
National and international business trips cost $500 to $2,000 per trip, depending on destination and duration. This includes airfare or train tickets ($200-$800), hotel accommodations ($150-$300 per night), meals ($50-$100 daily), ground transportation ($50-$150), and incidental expenses. Executive assistants attending conferences or training events may incur registration fees ($300-$1,000) in addition to travel costs.
If travel is a regular requirement, allocate 7-15% of the total role budget for travel expenses. For occasional travel (quarterly or less), 3-5% may suffice. Startups with primarily local operations might allocate just 1-2%, while businesses requiring frequent national travel need to budget accordingly.
Track travel patterns during the first six months and adjust your budget based on actual utilization to ensure accuracy in future planning.
What should you allocate for professional development and training?
Professional development for an executive assistant should receive $1,000 to $2,500 annually, representing 2-5% of the role budget.
Training courses and workshops cost $500 to $1,500 annually, covering skills like advanced calendar management, executive communication, project coordination, and emerging productivity tools. Online learning platforms like LinkedIn Learning ($40 monthly) or Coursera ($49-$79 monthly) provide cost-effective continuous education. In-person workshops and seminars typically range from $200 to $800 per event.
Professional certifications enhance credibility and skills, with programs like the Certified Administrative Professional (CAP) costing $400 to $700 including exam fees, study materials, and preparation courses. The Organizational Management (OM) certification or specialized executive assistant certifications from recognized institutions add similar costs.
Industry memberships and professional associations like the International Association of Administrative Professionals (IAAP) cost $200 to $400 annually, providing networking opportunities, resources, and continuing education credits. Conference attendance, including registration and travel, adds $500 to $1,500 per event depending on location and duration.
Investing in professional development improves retention rates, increases job satisfaction, and ensures your executive assistant stays current with industry best practices and emerging technologies. This investment typically yields returns through improved efficiency and reduced turnover costs.
You'll find detailed market insights in our executive assistant business plan, updated every quarter.
How should you estimate variable costs like overtime and temporary support?
Variable labor costs for an executive assistant typically require 5-10% of the total role budget to cover overtime, temporary assistance, and freelance backup support.
Overtime compensation follows federal and state regulations, typically paying 1.5 times the regular hourly rate for hours exceeding 40 per week. For an executive assistant earning $80,000 annually (approximately $38.46 per hour), overtime costs $57.69 per hour. Budget for 3-8 hours of overtime monthly during busy periods, costing $175-$460 per month or $2,100-$5,500 annually.
Temporary support through staffing agencies costs $25 to $60 per hour depending on skill level and location. Budget for temporary coverage during vacations (2-3 weeks annually), sick leave (5-7 days), or peak workload periods. Annual temporary support costs typically range from $2,000 to $6,000 for most executive assistant services.
Freelance virtual assistants provide flexible backup support at $25-$75 per hour for specialized tasks like event planning, complex travel arrangements, or overflow work during growth periods. Platform-based services like Upwork, Fiverr, or specialized executive assistant agencies charge similar rates plus service fees.
Consider seasonal fluctuations in your business when estimating variable costs. Companies with quarterly board meetings, annual conferences, or fiscal year-end activities experience predictable spikes requiring additional support. Track actual variable costs monthly to refine future budget projections.
What contingency percentage should you add for unexpected expenses?
A contingency reserve of 7-12% of the total executive assistant role budget provides adequate protection against unexpected expenses.
This buffer covers equipment failures requiring immediate replacement, such as laptop malfunctions ($900-$1,800), phone damage ($400-$900), or urgent software license upgrades ($100-$500). Unplanned travel expenses for emergency meetings or last-minute client events can quickly consume $500-$2,000 without proper reserves.
Health-related contingencies include covering short-term disability gaps, extended sick leave beyond standard PTO, or temporary replacement costs during medical absences. Legal and compliance expenses may arise from employment documentation, contract reviews, or policy updates, costing $300-$1,500 annually.
Technology emergencies like data recovery, cybersecurity incidents, or unexpected software transitions require immediate funding. Professional liability insurance or errors and omissions coverage, while not always mandatory, provides additional protection and costs $300-$800 annually.
For a total executive assistant role budget of $100,000 annually, your contingency fund should contain $7,000-$12,000. Review and replenish this fund quarterly, adjusting the percentage based on your specific risk profile and historical expense patterns. Startups in their first year should lean toward the higher end (10-12%) until they establish predictable cost patterns.
How should you forecast salary adjustments and performance bonuses?
Annual salary adjustments typically range from 2.5% to 4%, while performance bonuses represent 5-10% of base salary for executive assistants.
Cost-of-living adjustments follow inflation rates and market conditions, with the typical range of 2.5-3.5% annually covering basic inflation. Merit increases add another 0.5-2% based on performance evaluations, skill development, and increased responsibilities. For an executive assistant earning $80,000, expect annual salary increases of $2,000-$3,200, reaching $82,000-$83,200 after one year.
Performance-based bonuses should be tied to specific, measurable objectives such as calendar efficiency improvements, successful event coordination, executive satisfaction scores, or process optimization achievements. Structure bonuses as quarterly ($1,000-$2,000) or annual payments ($4,000-$8,000) depending on your company's cash flow and performance review cycles.
Multi-year forecasting should compound these increases appropriately. An $80,000 starting salary becomes approximately $82,800 in year two (3.5% increase), $85,700 in year three, and $88,700 in year four. Include performance bonuses of $4,000-$8,000 annually in your total compensation projections.
Document clear performance criteria and communicate expectations during hiring to ensure transparency. Consider signing bonuses ($2,000-$5,000) for highly competitive hires or retention bonuses ($3,000-$7,000) after specific tenure milestones to reduce turnover costs.
We cover this exact topic in the executive assistant business plan.
What benchmarks ensure the executive assistant cost remains sustainable?
Your executive assistant's total cost should represent specific percentages of your overall budget to maintain financial sustainability.
Total compensation including salary and benefits should consume no more than 5-8% of overall startup payroll when hiring a single executive assistant for a small team of 10-15 employees. For example, if your total annual payroll is $1,000,000, your executive assistant's compensation package should range from $50,000 to $80,000 including all benefits.
The complete all-in cost including salary, benefits, equipment, software, and all other categories should represent 0.5-2.5% of your entire operating budget for lean startups in the founding stage. A startup with $2,000,000 in annual operating expenses should allocate $10,000-$50,000 for executive assistant total costs, though this varies significantly based on business model and executive support needs.
Revenue-based benchmarks suggest executive assistant costs should not exceed 1-3% of annual revenue for established businesses, though pre-revenue startups cannot use this metric. Service-based businesses often allocate higher percentages (2-4%) while product-based companies typically allocate lower percentages (0.5-1.5%).
Compare your planned costs against the role's value creation, including executive time savings, administrative efficiency gains, and indirect revenue contributions. If your executives bill at $200-$300 per hour, and the executive assistant saves them 10-15 hours weekly, the value created ($104,000-$234,000 annually) far exceeds typical executive assistant costs ($80,000-$120,000 total).
Monitor these ratios quarterly and adjust if they drift beyond acceptable ranges, indicating either under-investment in critical support or inefficient resource allocation for your executive assistant service.
Conclusion
This article is for informational purposes only and should not be considered financial advice. Readers are encouraged to consult with a qualified professional before making any investment decisions. We accept no liability for any actions taken based on the information provided.
Building a comprehensive budget for your executive assistant service ensures you attract qualified talent while maintaining financial sustainability.
Each cost category requires careful planning, from competitive salaries and comprehensive benefits to technology tools and professional development, creating a complete picture of your investment in this critical business role.
Sources
- U.S. Bureau of Labor Statistics - Secretaries and Administrative Assistants
- Salary.com - Executive Assistant Salary Research
- Glassdoor - Executive Assistant Salaries
- SHRM - Benefits Survey and Compensation Data
- LinkedIn Salary Insights - Executive Assistant
- PayScale - Executive Assistant Salary Data
- International Association of Administrative Professionals (IAAP)
- IRS - Standard Mileage Rates