We get how frustrating it can be.
When a business starts to grow, admin doesn’t just increase—it compounds.
Calendar clashes, follow-ups that slip, documents living in inboxes, simple decisions waiting on you. An Executive Assistant working AEST/AEDT hours can steady the day: meetings run on time, small tasks move without you, and your attention returns to work that actually needs you.
This page explains what a capable EA does, how they ramp, what changes by week four, and what to expect when you hire from the Philippines—especially for an Australian business.
What an EA actually handles
An Executive Assistant’s job is to keep your day on rails. In practice, that means:
Inbox & communication
Triage, reply drafts, chasing responses, simple approvals, keeping a clean queue with clear flags for your decisions.
Calendar
& meetings
Owning buffers and reschedules, setting agendas, preparing materials, taking notes, and turning decisions into visible actions.
Vendor & client coordination
Quotes, renewals, bookings, reminders, polite persistence, and tidy handovers—without you having to referee the thread.
Documents
& SOPs
Moving recurring tasks out of memory and into clear checklists. Naming, versioning, and storage hygiene in your drive.
Daily &
weekly rhythm
Triage, reply drafts, chasing responses, simple approvals, keeping a clean queue with clear flags for your decisions.
Is this the right move?
Great fit if...
You want a proactive admin that can help free up your day by taking on repetitive tasks.
You’ll provide clear guardrails and tool access in Week 1.
You’re happy to iterate SOPs as we stabilise then systemise.
Not ideal if…
You need on-site, in-person support.
You expect strategic ops leadership
(consider EA + Ops Lead bundle).
You need someone who can also do light social media and design work. (consider General VA)
How an AI-equipped EA ramps in 90 days
What typically changes by Week 4
01
Before Day 1 — Pre-training and setup
-
We custom-train from your materials (recent emails, decks, SOPs, calendar patterns)
-
prepare a lightweight prompt kit for your tone and access rules, folders, and naming conventions are agreed.
-
You start with a 30-day handover map.
02
Days 1–7 — Orientation + quick wins
-
Stand-up cadence (daily brief + priorities).
-
Inbox rules + calendar buffers.
-
First AI assists: suggested reply drafts, meeting prep packs, and a rolling to-do pulled from threads.
Outcome: 1–2 quick wins live; you approve style and tone.
03
Days 8–30 — Take over the repeatables
-
Inbox triage, calendar ownership, materials iced before meetings.
-
Vendor/client follow-ups move without you as the referee.
-
AI accelerators: auto-summaries of long threads, action extraction from notes, templated replies for FAQs.
By week 4, you'll have fewer meeting surprises — with notes turning into actions, 2-3 working SOPs for recurring tasks, you're already saving 10 hours/week with inbox time trending down.
04
Days 31–60 — Systemise and stabilise
-
Response SLAs, templates for common scenarios.
-
A weekly snapshot (what shipped, what slipped, what’s next).
-
Document hygiene: versioned files, sensible folders, findable assets.
Outcome: fewer last-minute reschedules, cleaner handovers.
05
Days 61–90 — Uplift and optimisation
-
Tighter approvals loop, more decisions prepped not parked.
-
AI-assisted checklists for month-end/quarter-end cycles.
-
Light analytics on cadence (meeting lead times, inbox clearance).
By Day 90:
reschedules ↓, decision lead-time ↓, your weekly “inbox time” cut meaningfully.
Built for Australian teams
made in the Philippines
Why work with Virtuali
We’re a founder-led, Australia-focused team that trains and supports Filipino EAs to work smoothly with Aussie companies. Your VA arrives AI-equipped, custom-onboarded to your workflow, and backed by our Virtuali Circle for ongoing training, cover, and care—so the day just runs.
Virtuali VA
,000 AUD
10
$
in annual savings
Includes all admin fees. estimated, results may vary
Local EA hire (AU)
,000 AUD
10
$
Estimated yearly cost
When you hire locally. Includes basic salary, other admin costs and benefits like super, leaves, etc. Source: Glassdoor
Cut Executive Admin costs by 70%+
(and keep your day in rhythm)
Industries we've worked with
Frequently asked questions
Match in 2–5 biz days
90-day fit guarantee
Shadow Week included
Pay-As-You-Go