Feeling buried under emails, appointments, and to-do lists? You’re not alone. Many professionals reach a point where doing it all becomes unsustainable. Hiring a personal assistant can help you reclaim your time and reduce stress — whether it’s a human or an AI assistant.
In this guide, we’ll walk you through everything you need to know about how to hire a personal assistant, including the types of assistants, costs, and how to choose between in-person, virtual, or AI options.
Do You Need a Personal Assistant?
Before diving into the hiring process, take a moment to evaluate whether a personal assistant is truly the right next step for you. Personal assistants—whether in-person, virtual, or AI-based—can be game-changers, but their value depends on your unique workload, priorities, and pain points.
Signs You Might Be Ready for One
If you're constantly juggling tasks and feel like there's never enough time in the day, you might benefit from some extra help. Here are common signs you're ready for a personal assistant:
You frequently miss meetings or forget important follow-ups.
You spend more time organizing work than actually doing it.
Routine admin tasks take up more than 20% of your week.
You're the bottleneck in your business or team.
You find it hard to disconnect after work hours.
When your productivity and well-being are being compromised by the weight of routine tasks, it's a signal that you're doing too much on your own.
What Tasks Can a Personal Assistant Handle?
The right assistant can significantly lighten your mental load. Depending on the type you choose, personal assistants can manage:
Inbox cleanup, sorting, and drafting email replies
Scheduling meetings and handling calendar conflicts
Travel arrangements and expense tracking
Project coordination and document organization
Task reminders and workflow automation
Even a few hours of support per week can bring structure and relief to your day. And thanks to tools like AI personal assistants, you don’t always need to bring on a full-time hire to start seeing results.
Why Hiring a Personal Assistant Is a Smart Investment
Hiring a personal assistant isn’t just about offloading tasks—it’s about buying back your time and energy. When you free yourself from repetitive, time-consuming duties, you make space to focus on the work that truly drives progress, whether that’s growing your business, improving your craft, or spending quality time with loved ones.
Think of it this way: if your time is worth $100/hour and you're spending 10 hours a week on admin tasks, that’s $1,000 in lost opportunity value. Delegating those hours—even at a fraction of the cost—can unlock far more than time. It can restore your focus, spark creativity, reduce burnout, and ultimately boost your earning potential.
In short, if your daily work feels like a treadmill and you rarely get to your most important priorities, hiring a personal assistant is not just helpful—it’s a high-leverage, strategic decision for your long-term success.
Types of Personal Assistant
How to Hire a Personal Assistant
1. Define Your Needs and Budget
Start with a list of tasks you want to delegate. Then estimate how many hours per week you’ll need help. Decide if you want someone full-time, part-time, or just a few hours weekly.
2. Write a Clear Job Description
A good job post includes:
List of tasks
Preferred experience
Working hours
Communication style and tools
This helps you attract the right candidates.
3. Where to Find Personal Assistants
In-person: Check local job boards, LinkedIn, or staffing agencies
Virtual: Platforms like Upwork, Belay, and Time Etc
AI: Tools like DearFlow, Motion, Reclaim.ai
4. Interviewing and Vetting Candidates
Ask about:
Past experience with similar clients
How they handle deadlines and feedback
Familiarity with tools (Slack, Gmail, Trello, etc.)
For AI tools, try free trials to see if it fits your workflow.
5. Trial Periods and Setting Expectations
Start with a short test project. Set up regular check-ins and clear deliverables. Good communication upfront builds long-term success.
How Much Does It Cost to Hire a Personal Assistant?
Factors to the Cost of a Personal Assistant
The cost of hiring a personal assistant is influenced by several factors, including the type of assistant, location, experience, and the scope of responsibilities. Here are the key factors that define the cost:
1. Type of Assistant
In-Person Assistants: Typically cost more due to physical presence and broader responsibilities, including errands and household management.
Virtual Assistants (VAs): Usually more affordable as they work remotely and focus on administrative or specialized tasks.
AI Personal Assistants: The least expensive option, as they are software-based and automate repetitive tasks.
2. Location
Costs vary significantly depending on the geographical area:
In high-cost cities like New York or Los Angeles, in-person assistants may earn $55,000–$80,000 annually or more.
Virtual assistants from countries with lower costs of living (e.g., the Philippines) may charge as little as $3–$10 per hour.
3. Experience and Skill Level
Entry-level assistants may charge less but often require more training.
Highly experienced or specialized assistants (e.g., executive assistants) can command salaries exceeding $100,000 annually.
4. Scope of Responsibilities
Basic administrative tasks (e.g., scheduling, email management) are less costly.
Complex roles involving project management, financial oversight, or event planning increase costs.
5. Employment Type
Full-Time Salaried: Includes benefits like health insurance and paid leave, adding to the total cost.
Hourly/Part-Time: Offers flexibility but may result in higher hourly rates.
Freelance/Contract: Often includes a premium for lack of benefits and job stability.
6. Availability Requirements
Assistants expected to work irregular hours or be on call 24/7 typically demand higher compensation.
7. Employer’s Industry and Status
High-profile employers (e.g., celebrities or executives) often pay more to attract top-tier talent who can handle demanding roles discreetly.
8. Additional Costs
For in-person assistants: travel expenses, office space, and equipment.
For virtual assistants: software subscriptions or tools required for remote work.
Personal Assistant Cost Breakdown by Type
How to Use AI as a Personal Assistant
What Tasks AI Can Handle
AI personal assistants have rapidly evolved from simple rule-based bots to intelligent systems capable of handling a wide range of cognitive tasks. Here’s what modern AI assistants can take off your plate:
Drafting and organizing emails: From prioritizing your inbox to drafting context-aware replies in your tone, AI can reduce hours of repetitive email handling.
Calendar updates and reminders: Automatically schedule meetings, send reminders, and resolve calendar conflicts based on your availability and preferences.
Tracking follow-ups: Never forget to follow up again. AI can monitor conversations and remind you—or even draft follow-ups for you.
Summarizing documents: AI can scan lengthy documents and pull out key takeaways, saving you time and mental energy.
Best AI Personal Assistant Tools
DearFlow: More than a task automator, DearFlow is a proactive AI personal assistant that connects to your inbox, calendar, and to-do list. It doesn’t wait for instructions—it anticipates your needs and gets tasks done before you even ask. From drafting emails in your tone, notifying you about important messages, to preparing follow-ups and organizing documents, DearFlow provides smart, continuous support throughout your day. At a fraction of the cost of a human assistant, it delivers unmatched time-saving and peace of mind.
Motion: Automatically schedules tasks and meetings into your calendar based on their urgency and deadline, optimizing for deep focus time.
Reclaim.ai: Blocks time for important work, breaks, or habits in your calendar based on your goals and preferences.
Final Tips Before You Hire
Checklist to Evaluate Readiness
Am I spending too much time on admin?
Do I know what I want to delegate?
Can I afford a small monthly investment?
Setting Boundaries and Communication Habits
Create a shared doc or dashboard. Use weekly check-ins. Be clear about availability and work hours.
Measuring ROI on Your Assistant
Track:
Hours saved weekly
Revenue increase due to focus
Stress reduction and quality of life
Conclusion
Hiring a personal assistant—whether human or AI—can transform how you work. The key is knowing what help you need and choosing the right type of assistant for your lifestyle and budget.
If you're looking for a hands-off way to handle your inbox, to-dos, and calendar, try an AI personal assistant like DearFlow. It works before you even ask.
