Virtual assistant vs employee: the real cost
Quick answer
A median US administrative assistant costs about $69,000 a year once the 30% benefits share is added to the $48,310 median wage, before recruiting, equipment and office costs. A full-time managed virtual assistant from VirtualTask360 costs $1,399 a month, about $16,800 a year, a saving of roughly $52,000.
How much does a virtual assistant cost compared with an employee?
| Cost item (per year) | US in-house admin assistant | Full-time virtual assistant (VirtualTask360) |
|---|---|---|
| Wages | $48,310 (median) | Included |
| Benefits (about 30% of total compensation) | About $20,700 | None for you to pay |
| Recruiting and onboarding | Your time, plus job ads or agency fees | Included |
| Equipment and software seat | Laptop, desk, licences | Assistant's own equipment |
| Office space | Depends on your location | None |
| Cover for sickness and holidays | You arrange it | Included |
| Total | About $69,000+ | $16,788 ($1,399 a month) |
Wage: BLS median wage for secretaries and administrative assistants, May 2025. Benefits share: BLS Employer Costs for Employee Compensation, June 2026, where benefits make up 30% of private-sector compensation. Total is our calculation: $48,310 ÷ 0.70.
For an executive assistant, the BLS median wage is $76,590, which comes to about $109,000 a year with benefits.
What costs do people forget when hiring an employee?
- Time to hire: writing the job ad, screening, interviewing and onboarding.
- Idle hours: you pay for a full week even in quiet weeks.
- Turnover: if they leave, you start again.
- Payroll admin: taxes, filings and HR paperwork.
- Management time: one-to-ones, reviews and training.
When is an in-house employee the better choice?
- The job needs someone physically on site, such as reception or handling post and stock.
- The role involves confidential work that legally must stay in-country.
- You need someone to manage other people locally.
When is a virtual assistant the better choice?
- The work is done on a computer: inbox, scheduling, bookkeeping, support, research or social media.
- You need 10 to 40 hours a week, not a guaranteed 40 every week.
- You want to start in days, not months.
- You'd rather not run payroll and HR for one role.
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Can you combine an employee and a virtual assistant?
Yes, and many growing businesses do. A virtual assistant takes the repetitive computer work off your in-house team, so your employees spend more time on customers and on-site work. Start with a Starter plan of 40 hours a month alongside your existing staff.
Frequently asked questions
Is a virtual assistant cheaper than an employee?
Usually, yes. A median US administrative assistant costs about $69,000 a year including benefits. A full-time managed virtual assistant from VirtualTask360 costs about $16,800 a year.
Do I pay benefits for a virtual assistant?
No. With an agency or managed service you pay one monthly fee. Benefits, equipment and payroll are not your responsibility.
Can a virtual assistant replace a full-time employee?
For computer-based work like admin, scheduling, bookkeeping and customer support, yes. Roles that need someone on site still need an in-house person.
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