A dedicated remote assistant for your inbox, calendar, CRM, and client coordination. We scope the role around your workload, screen candidates on sample tasks, and agree on working hours before the placement starts.
One of our executive admins, in her own words. A couple of minutes on how she works, what she takes off your plate, and why our clients keep her. Vetted, trained, and paid a living wage — which is why our people stay.
Built Around Your Business
From day one, your dedicated full-time Executive Admin steps in and takes everything off your plate, so you can run your business instead of being buried in it.
This isn't a gig worker or a contractor. Your Executive Admin is dedicated to you. Full-time, fully invested, and fully aligned with how your business operates.
Every client-facing admin is screened to a near-native English standard with a neutral accent and a polished written register. Emails, calls, and Slack threads all read like they came from inside your office. Your clients experience the same quality every time.
We source, screen, and place. You just show up to the intro call. No job posts, no vetting, no awkward trial periods. Your admin hits the ground running from week one.
The Hidden Tax
Every hour you spend on inbox triage, calendar logistics, or CRM cleanup is an hour you can’t spend on the work that grows the business.
No pitch, no obligation. If we're not a fit, we'll tell you in the first 5 minutes.
In a real estate media business, an assistant can track files, chase approved revisions, prepare delivery links, and keep the client updated. The owner retains creative decisions and approval of exceptions.
Paul Chareth runs both Flylisted and Staffify. His real estate media workflow guide explains that division of responsibility and includes a starter checklist. It is a founder-owned example, not an independent customer result.
How It Works
An admin lives inside your business. We can't just send a resume and call it done. Every Staffify executive admin runs through the same process so the person sitting in your inbox actually sounds like you, thinks like you, and protects your time the way you would.
Before we touch a candidate, we walk through your inbox, calendar, CRM, and project tracker with you. We document the repetitive workflows, the recurring decisions, and the "quick things" that aren't quick. That becomes the spec we hire against.
Candidates run real test tasks on your actual systems: inbox triage, calendar coordination, a sample CRM cleanup, drafting a follow-up email in your voice. You see the work product before they ever step into the role. If it's not your voice, they don't continue.
Approved admins run through a traditional recruiting layer: near-native English fluency screening (written and verbal), neutral-accent calibration, reference checks, hardware and internet speed verification, and working-hours alignment with your time zone. Every placement passes a live communication assessment before they touch your clients.
We track how long each test task actually took, so by the time we recommend someone, you know not just how they perform but how much of your weekly admin load they can realistically absorb. You see the load-out before you commit.
If the admin we place underperforms, ghosts, or just isn't the right voice in your inbox for any reason, we source and place a replacement at no additional cost, no offset to your monthly rate, no cushion fees. The risk is on us, not you.
No pitch deck. No obligation. No upsell.
What They Handle
Seven core responsibilities. One dedicated full-time admin. Total coverage of your client-facing operations.
Inbox Zero, Every Day
Your admin owns the inbox. Replies, follow-ups, and full client threads handled professionally, so nothing falls through and no client feels ignored.
Zero Back-and-Forth
Bookings confirmed, reminders sent, reschedules handled. Your calendar fills itself. You just show up prepared.
Scheduled Coverage
Calls answered, messages taken, issues escalated appropriately. Your clients reach a professional voice during the agreed coverage hours. Coverage follows your agreed schedule.
Every Inquiry Handled
Questions, concerns, complaints. Your admin handles them with professionalism and care. Happy clients stay longer and refer more.
More 5-Star Reviews
Your admin follows up with satisfied clients at exactly the right moment and asks for reviews, consistently growing your reputation on autopilot.
No Deal Falls Through
Pipelines stay clean, contacts stay updated, and follow-ups never get missed. Your CRM finally reflects what's actually happening in your business.
Revenue You're Leaving Behind
Your admin identifies the right moments to present additional services, turning existing clients into bigger clients without you having to ask.
Money In, On Time
Invoices go out the same day work is delivered. Payment follow-ups happen on cadence without you reminding anyone. Your AR shrinks while you stay focused on the actual business.
Nothing Slips Between Teams
Contractors, photographers, editors, freelancers. Your admin keeps them aligned, paid, and on schedule. You stop being the middle of every chain of "where is this?"
The Truth About Delegation
“An admin can’t really speak for me.”
Our admins are trained on your brand voice and communication style. Clients receive the same quality, tone, and professionalism they expect from you — they won’t notice a difference.
“It’ll take months to get up to speed.”
Placement typically takes 7–10 days; onboarding and independence depend on your workflows. Our onboarding process is built to move fast — we handle the ramp-up so you’re not babysitting a learning curve.
“I’ll lose control of my communications.”
You set the rules. They execute. You have full visibility into every conversation and maintain final approval on anything that matters. Delegation doesn’t mean disappearing.
Ten specific things to delegate this month, ordered by hours saved and dollars reclaimed. What "done" actually looks like for each one. Yours free.
One email. No spam. Unsubscribe in one click.
A real human in your placement’s country and time zone. Always available, no language gap.
Managers watch productivity, read the data, coach in real time. You see outcomes.
Payroll, compliance, reviews, replacements. Our HR team is your HR team.
Hire once. We run the system. The placement performs, operations stay invisible.
The best business owners don’t answer every email. They hire someone who does it better. That’s exactly what Staffify builds for you.
Get Your Executive AdminGive candidates the same sanitized inbox scenario, calendar conflict and incomplete CRM record. Ask them to explain what they would do, what they would leave untouched and when they would escalate. Compare prioritization, clarity and attention to detail against a rubric you agree on before reviewing candidates.
Track missed handoffs, calendar corrections and the time you still spend reviewing work. Record the starting point before the assistant joins; hours assigned are not automatically hours saved.
Start with recurring work you can define: triage email, prepare calendar briefs, update CRM records, follow up on missing documents, and coordinate approved appointments. Give each task an owner, deadline, and definition of done.
You approve spending, contracts, sensitive replies, and changes to scope. Your assistant flags exceptions and prepares the context for your decision. Start with limited access and expand responsibility as the work is reviewed.
A virtual executive assistant handles recurring administrative work remotely: inbox triage, scheduling, CRM updates, document follow-up, and client or vendor coordination. The agreed role determines which tasks and decisions they can own.
Staffify publishes a base range of $11.25–$14 per hour depending on the role, plus a small one-time onboarding investment. At an illustrative $12.50 per hour and 40 hours per week, the annualized monthly average is about $2,167 before onboarding. Confirm your role-specific quote and agreed hours.
One full-time assistant covers the agreed working schedule, not every hour of the day. Define time-zone overlap, breaks, backup coverage, and urgent escalation before assigning customer-facing work.
Choose an executive assistant for varied coordination across your business. Choose a customer service rep when the main workload is a sustained ticket, chat, or phone queue with support policies and service targets.
Published by Staffify. Role guidance updated September 22, 2026. Examples describe how to scope a role; your written proposal sets the agreed service.