This article was written by our expert who continuously tracks the executive assistant market and updates the business plan for an executive assistant service.
Hiring an executive assistant in October 2025 requires a clear, quantified budget that covers recruiting, salary, benefits, equipment, software, training, and contingency.
Below is a concise summary table, followed by a 12-question FAQ formatted for founders and small business owners launching an executive assistant role (in-house or remote). Each answer is concrete, numeric, and easy to apply.
If you want to go deeper and use ready-to-edit financials, 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.
Total first-year cost for one full-time executive assistant typically ranges from $85,000 to $175,000 in the U.S. or Western Europe, depending on location and seniority. Remote, lower-cost geographies or part-time setups can reduce first-year outlay to $25,000–$60,000.
Upfront cash needs concentrate in recruiting, equipment, and onboarding ($6,000–$15,000+), while the ongoing burn is dominated by salary, benefits, and employer taxes (roughly 30%–45% above base salary in many markets).
| Cost Block | Typical Range (Oct 2025) | What This Includes |
|---|---|---|
| Recruitment (one-time) | $4,000–$10,000+ (or 15%–25% of salary via agency) | Job ads, sourcing tools, screening time, background checks; agency success fees when used. |
| Onboarding & Training (one-time) | $500–$2,500 | Internal onboarding time/materials; external courses or structured onboarding providers. |
| Equipment & Setup (one-time) | $1,500–$3,000 | Laptop, monitor, phone/headset, webcam, ergonomic chair, accessories, security keys. |
| Software (monthly) | $50–$200 per user | Workspace suite, video, chat, PM tools, password manager, e-signature, note & CRM add-ons. |
| Salary (annual) | $54,000–$120,000+ (U.S./WE) | Entry–senior in major hubs; remote U.S. often $50,000–$90,000; overseas hourly $10–$20. |
| Benefits (annual) | $12,000–$25,000+ | Health/dental/vision, retirement contributions, PTO accruals, local statutory benefits. |
| Employer Taxes & Contributions | ~8%–12% of salary (U.S. typical) | FICA 7.65% plus state unemployment/workers’ comp 1%–5% depending on state/risk class. |
| Contingency (annual) | 5%–10% of total EA budget | Unexpected turnover, interim staffing, rush travel, security upgrades, software spikes. |
What upfront costs should I expect when hiring an executive assistant?
Expect initial cash outlays for recruiting, onboarding, and equipment totaling $6,000–$15,000+ in most U.S./Western Europe cases.
This typically includes $4,000–$10,000+ in recruiting (or 15%–25% of salary if you use an agency) and $500–$2,500 for onboarding and training. Equipment and workspace setup for the executive assistant commonly lands between $1,500 and $3,000 depending on the gear quality and security needs. Add a small buffer for software ramp-up and initial travel if applicable.
Founders launching an executive assistant role remotely may pay less if the assistant provides part of the setup, but ensure security standards are met. You’ll find a detailed cost worksheet and setup checklist in our plan.
We cover this exact scoping step in the executive assistant business plan.
Create the upfront budget before posting the job to prevent scope creep.
How much should I budget for recruitment (ads, recruiter fees, background checks)?
Plan $4,000–$10,000+ for direct hiring or 15%–25% of first-year cash compensation if you use an agency.
Job boards, sourcing tools, assessment time, and background checks often total ~$4,700 per hire for a mid-level hire in the U.S. Agencies typically charge on success with a 90-day guarantee and fees linked to base salary or OTE. Include costs for reference checks and, if relevant, work-sample paid tests ($150–$500) to validate scheduling, inbox management, and stakeholder comms.
If you are hiring multiple executive assistants, negotiate volume discounts or retained search with milestone-based fees. A structured interview pack shortens time-to-hire and reduces ad spend.
Get expert guidance and ready-to-use hiring scorecards in our executive assistant business plan.
Always lock the fee basis and refund/replace terms in the recruiter contract.
What salary range should I expect by location and experience?
Use the table below to anchor salary bands by market and seniority.
The U.S. spans $54,000–$100,000 for entry–mid, reaching $120,000+ in top cities; Western Europe often runs €40,000–€60,000, rising to €100,000+ for elite roles. Thailand averages ~41,355 THB/month (~$1,120), with seasoned EAs reaching 1M THB/year (~$27,000). Remote U.S. EAs often earn $50,000–$90,000; overseas virtual assistants commonly bill $10–$20/hour.
| Region / Mode | Typical Salary (Oct 2025) | Notes |
|---|---|---|
| United States (Entry–Mid) | $54,000–$100,000 | Higher in NYC/SF; specialized EA/Chief of Staff support can exceed this band. |
| United States (Senior) | $105,000–$120,000+ | Top firms pay premiums for multi-exec support, board prep, and complex travel. |
| Western Europe (FR/DE/UK) | €40,000–€60,000 | Elite/supra-senior roles can reach €100,000+ in major hubs. |
| Thailand (Bangkok) | ~41,355 THB/month; up to 1M THB/year | Market varies by multinational vs. SME; bilingual roles command premiums. |
| Remote (U.S.-based) | $50,000–$90,000 | Geo-adjusted pay common; home office stipend may apply. |
| Virtual Assistants (overseas) | $10–$20/hour | Rate depends on time zone alignment, tools, and project complexity. |
| Contract/Temp EA | $35–$70/hour (U.S.) | Useful for coverage or trial; no benefits but agency margin applies. |
How much should I allocate for benefits (health, retirement, PTO)?
Budget 20%–30% of base pay for a full benefits package in many U.S. and Western European scenarios.
In the U.S., $12,000–$25,000+ per year commonly covers medical/dental/vision, employer retirement match, and accrued PTO. Some employers add commuter benefits, wellness stipends, or supplemental life/disability. In other jurisdictions, statutory benefits replace or reduce private plan costs, but employer social charges may rise.
When comparing offers, calculate “salary + benefits + employer taxes” to assess apples-to-apples total cost. Update figures during open enrollment or policy renegotiations.
This is one of the many budgeting levers we model in the executive assistant business plan.
Document benefits clearly in the offer to avoid expectation gaps.
What onboarding and training costs should I expect (internal and external)?
Plan $500–$2,500 per new executive assistant for structured onboarding and targeted training.
Internal work (process docs, SOPs, knowledge transfer, shadowing) typically lands $500–$1,000 in time and materials. External courses or certifications (advanced calendar/email systems, project tools, or MS Office mastery) can add $300–$2,000 in year one. If you buy a packaged onboarding program, expect towards the top of the range.
Well-built SOPs reduce recurring training spend and accelerate time-to-productivity by weeks. Assign a 30-60-90 plan with measurable outcomes to contain cost.
We outline a ready-to-use 30-60-90 template in the executive assistant business plan.
Schedule stakeholder introductions early to shorten ramp-up.
How much should I budget for office equipment (computer, phone, headset, tools)?
Expect $1,500–$3,000 one-time for a secure and ergonomic executive assistant setup.
This usually covers a modern laptop, external monitor, quality webcam/headset, phone or softphone, keyboard/mouse, and an ergonomic chair; add security keys and docking if the EA is hybrid. If fully remote and employee-supplied, offer a stipend and set minimum device/security standards.
| Item | Typical Cost | Notes / Specification |
|---|---|---|
| Laptop (business-class) | $900–$1,600 | 16GB+ RAM, SSD, 1080p+ webcam; extended warranty preferred. |
| Monitor + Dock | $250–$500 | 27″ 1440p ideal for calendar/inbox multitasking; USB-C dock reduces cable clutter. |
| Headset / Webcam | $120–$250 | Noise-canceling mic; 1080p/60 webcam for board-level calls. |
| Phone / Softphone | $0–$300 | Often covered by VoIP app; consider a dedicated number for exec support. |
| Chair / Ergonomics | $200–$400 | Reduces fatigue; include footrest or laptop riser as needed. |
| Security (keys/MDM) | $50–$150 | FIDO2 key and MDM enrollment; mandatory for sensitive inbox/access. |
| Accessories / Misc. | $80–$200 | Keyboard/mouse, cables, surge protection, desk organizer. |
What software and subscriptions do executive assistants need (scheduling, communication, productivity)?
Plan $50–$200 per user per month for the executive assistant’s core software stack.
Typical bundles combine workspace (email/calendar/docs), video meetings, chat, project management, password manager, e-signature, note-taking, and optionally CRM. Consolidate where possible to reduce overlap and ease security audits.
| Category | Typical Cost / mo | Examples & Notes |
|---|---|---|
| Workspace Suite | $6–$15 per seat | Email, calendar, docs; admin controls and retention policies recommended. |
| Video & Chat | $7–$15 per seat | Reliable conferencing and persistent messaging for exec updates. |
| Project / Tasks | $10–$25 per seat | Kanban/roadmaps; calendar integrations for handoffs and deadlines. |
| Password Manager | $3–$8 per seat | Shared vaults, SSO, MFA enforcement; audit logs for compliance. |
| E-Signature | $10–$30 per seat | Board packets, vendor contracts, NDAs; templates save time. |
| Notes / Knowledge | $0–$10 per seat | Meeting notes, SOPs, travel checklists; access controls per team. |
| CRM / Apps (if needed) | $30–$100+ per seat | Only if the EA maintains pipeline or investor/stakeholder records. |
How should I factor travel or transportation allowances into the initial budget?
Decide early whether you reimburse per trip or provide a monthly allowance and budget accordingly.
Light-travel roles may only need ad-hoc reimbursements for local trips, while high-travel executives often justify a $200–$500 monthly allowance plus corporate card controls. Include airport lounge/membership costs if the executive assistant routinely escorts executives or manages on-site events.
- Define eligible travel (local client visits, offsites, board meetings).
- Set per-diem rules (meals, incidentals) by city tier.
- Require pre-approval thresholds (e.g., flights > $500).
- Use a travel tool for policy enforcement and receipt capture.
- Review monthly; adjust budgets to executive calendar seasonality.
What professional development or certifications should I plan for in year one?
Allocate $500–$1,000 for professional development and $300–$2,000 for optional certifications in year one.
Focus on advanced calendar/email systems, project coordination, executive communications, and tools your org uses daily. Consider memberships, conferences, or masterclasses tied to board support, event logistics, and stakeholder management.
- Advanced productivity suite (calendar/email mastery)
- Project coordination or PM fundamentals
- Executive communications and minute-taking
- Travel planning and vendor negotiation
- Data handling, privacy, and security practices
How big should my contingency budget be for this role?
Set aside 5%–10% of the executive assistant’s total annual cost as contingency.
This protects you against turnover, temporary coverage, urgent travel, software tier spikes, or equipment replacement. Smaller teams with single-point-of-failure risk should aim closer to 10%.
Park the contingency in your operating budget and track draws with memos for post-mortems. Re-forecast quarterly as scope changes.
It’s a key part of what we outline in the executive assistant business plan.
Contingency is not a substitute for well-scoped responsibilities and SLAs.
What payroll taxes and employer contributions do I need to consider?
In the U.S., plan roughly 8%–12% of salary for employer taxes and mandatory contributions.
This includes 7.65% FICA plus state unemployment and workers’ compensation that generally adds 1%–5% depending on state and risk class. Other countries will replace this with social charges or mandatory funds—check local statutes and treaties if hiring cross-border.
| Component (U.S.) | Typical Rate | Notes |
|---|---|---|
| FICA (Employer Share) | 7.65% | Social Security (6.2%) + Medicare (1.45%); wage base limits may apply. |
| State Unemployment (SUTA) | ~0.5%–3%+ | Experience-rated; check state caps and new-employer rates. |
| Workers’ Compensation | ~0.5%–2% | Varies by state and job classification risk. |
| Local Payroll Items | Variable | City/county taxes or transit levies where applicable. |
| International Social Charges | Jurisdiction-specific | For non-U.S. hires, replace U.S. items with local statutory contributions. |
| Payroll Provider Fees | $6–$12 per employee / mo | Add for filings, year-end forms, and compliance features. |
| Employer Retirement Match | 0%–4%+ of pay | Not a tax, but often treated within total employment cost. |
What ongoing monthly costs should I expect after the initial setup?
Monthly burn is dominated by salary, benefits accrual, employer taxes, and software.
Expect salary plus ~20%–30% benefits accrual and ~8%–12% taxes (U.S. typical), plus $50–$200 in software, and $20–$50 for office supplies. If the executive assistant manages frequent travel, add a $200–$500 allowance or plan for fluctuating reimbursements.
| Monthly Cost Line | Typical Amount | Notes |
|---|---|---|
| Salary (Gross) | Depends on annual base | Divide by 12; consider geo adjustments if remote. |
| Benefits Accrual | ~20%–30% of salary (annual ÷12) | Health, dental, vision, retirement match, PTO accrual value. |
| Employer Taxes | ~8%–12% of salary (annual ÷12) | FICA + state items (U.S.); use local equivalents abroad. |
| Software Stack | $50–$200 | Workspace, comms, PM, password manager, e-signature. |
| Supplies / Upgrades | $20–$50 | Stationery, small accessories, replacements. |
| Travel / Transportation | $0–$500+ | Allowance or reimbursement based on role scope. |
| Professional Development | $50–$100 | Monthly reserve for courses/memberships. |
How should I compare in-house vs. remote/virtual executive assistant costs?
Compare “all-in” annual cost, not just salary, to decide between in-house and remote models.
In-house often carries higher salary and benefits, plus office space and local taxes; remote U.S. staff may save on space but keep similar benefits; overseas virtual assistants lower base cost but add management and time-zone coordination overhead. Security standards (MFA, device controls) must be equivalent across models.
Run three scenarios in your forecast: in-house, remote U.S., and overseas VA; include productivity assumptions and manager time. Choose the model that best supports your executive’s calendar density and confidentiality needs.
You’ll find detailed market insights in our executive assistant business plan, updated every quarter.
Revisit the model annually as the executive’s scope changes.
What KPIs should I track to ensure the executive assistant budget pays off?
Track a small set of utilization and outcome KPIs tied to executive leverage.
Examples: hours of calendar conflicts resolved, inbox response-time improvement, meeting prep lead time, travel error rate, on-time deliverables, and executive time freed per week. Tie KPIs to quarterly goals and adjust tool spend accordingly.
- Executive hours saved per week vs. baseline
- Meeting conflict rate and reschedule time
- Inbox SLA adherence for priority messages
- Travel change fees per trip and budget variance
- Stakeholder satisfaction score (quarterly pulse)
How should I structure the first-year budget for an executive assistant?
Break year one into upfront, fixed monthly, variable monthly, and contingency buckets.
Upfront covers recruiting, onboarding, and equipment; fixed monthly covers salary, benefits, taxes, and core software; variable monthly covers travel, events, and PD; contingency covers the unknowns. Build a 12-month cash flow with seasonality around board cycles and event peaks.
Lock the budget in a simple model that rolls actuals monthly and re-forecasts quarterly. This avoids surprises and maintains stakeholder confidence.
This is one of the strategies explained in our executive assistant business plan.
Close each quarter with a variance analysis against plan.
What total first-year cost should I expect for an executive assistant?
In the U.S./Western Europe, expect $85,000–$175,000 all-in for year one; lean or overseas models can be $25,000–$60,000.
Totals vary with seniority, city premiums, travel intensity, and benefit richness. Add a 5%–10% contingency to cover replacement or scope expansion.
Use a sensitivity table (±10% on salary, ±5 points on benefits, and ±3 points on taxes) to see best- and worst-case totals. Align budget with the executive’s revenue or strategic impact to justify ROI.
Get expert guidance and actionable steps inside our executive assistant business plan.
Confirm compensation bands with current local data before you publish the job.
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 hiring or investment decisions. We accept no liability for any actions taken based on the information provided.
Want more help?
Explore step-by-step launch actions, editable P&L, and contract clauses tailored for executive assistant services.
Sources
- RepStack — 2025 hiring cost breakdown
- DonnaPro — EA cost & ROI
- Bold Assistants — In-house vs. remote cost comparison
- AIApply — Executive assistant salaries
- Indeed — Executive assistant salary data
- WorkVenture — Thailand EA salaries
- WorldSalaries — EA salary in Thailand
- The Virtual Callers — EA cost overview
- ProAssisting — Executive vs virtual assistant
- Worxbee — EA cost (2024 context)
-Executive Assistant Business Plan: Template & Guide
-How to Start an Executive Assistant Service
-Tool Stack & Revenue Models for Executive Assistants
