Administrative and Executive Support

Get back the hours you're spending on everything but your business.

Inbox triage, calendar coordination, CRM maintenance, customer service, vendor communication, operational tasks. The work that has to get done but shouldn’t be on your plate. A managed virtual assistant handles it, with structured oversight from KayaDesk.

Book a Free 15-Minute Call
No long-term contracts
Placement
Reporting
Backup coverage included

What's included

A trained VA managed by KayaDesk.

Every engagement is scoped to your specific workflow, but most administrative engagements include some combination of the following.

Triage, draft responses, escalate what needs your attention, archive what doesn't.
Book meetings, manage conflicts, send reminders, coordinate with external parties.
Log calls, update records, maintain pipeline cleanliness, run weekly data checks.
First-line response to inquiries, ticket triage, follow-up tracking.
Quote requests, invoice tracking, order confirmations, ongoing correspondence.
Flight and hotel bookings, expense report preparation, reimbursement tracking.
Templating, formatting, fact-checking, internal proofreading on standard business documents.
Updating boards, chasing deliverables, light project coordination across your team.
Prospect research, list compilation, contact enrichment, market intel gathering.
The miscellaneous work that comes up every week and has to go somewhere.

Tools we work with

We adapt to your stack, not the other way around.

Most administrative VAs already work in these tools daily. If you use something else, we'll add it during scoping and document the workflow before your VA starts.

Gmail / Outlook Google Calendar HubSpot Salesforce Pipedrive Notion Asana ChatGPT Claude Perplexity ClickUp Trello Monday.com Zendesk Intercom Slack Microsoft 365 Google Workspace Calendly QuickBooks Stripe Zapier Airtable Other AI platforms

Common use cases

A look at typical engagements.

Part-time · ~20 hrs/week

The founder offload

A founder running an early-stage business books a part-time VA to handle inbox, calendar, and CRM hygiene. Goal: 10–15 hours back per week to focus on revenue work.

Full-time · 40 hrs/week

The growing operations team

A scaling business with a thin operations team adds a full-time VA to handle customer service tickets, vendor coordination, and order processing. The internal team shifts to higher-value work.

Full-time · 40 hrs/week

The executive support layer

A business owner with a packed calendar and constant meetings adds a full-time executive assistant for scheduling, travel, document prep, and project tracking.

Pricing

Straightforward monthly pricing.

Engagements are month-to-month. A one-time setup fee covers scoping, onboarding documentation, and the first-week ramp review.

Part-time
$600 /mo

Approximately 20 hours per week of managed VA support. Good fit for founders offloading core admin.

  • ~20 hours per week of dedicated VA time
  • Dedicated KayaDesk project manager
  • Weekly reporting and QA reviews
  • Backup coverage included
  • Month-to-month, no long-term contract
Book a Free Call
Full-time
$1,200 /mo

Approximately 40 hours per week of managed VA support. Best for operations teams and executive support.

  • ~40 hours per week of dedicated VA time
  • Dedicated KayaDesk project manager
  • Weekly reporting and QA reviews
  • Backup coverage included
  • Replacement at no cost if needed
  • Priority response on requests
Book a Free Call

One-time setup fee of $495 covers scoping, onboarding, and ramp review. Exact pricing confirmed during your fit call.

Common Questions

FAQ

Do you work with businesses outside of real estate?
Yes. While many of our clients are in real estate and service businesses, we also work with professional services, healthcare, e-commerce, coaching, and other small businesses that need reliable support.
Do I manage the VA directly?
No. KayaDesk handles day-to-day management, attendance, QA, and performance coaching. You communicate your goals and review weekly results. We handle everything in between.
How is pricing structured for admin and cold-calling VAs?
Staffing engagements are billed as monthly retainers based on the hours your VA works. Part-time support (approximately 20 hours per week) starts at $600 per month. Full-time support (approximately 40 hours per week) starts at $1,200 per month. The exact rate depends on the role and experience level required. Pricing is confirmed during your fit call after we understand your scope.
What are the social media production packages?
We offer three fixed monthly packages, all managed by a KayaDesk project manager as your single point of contact:
  • 4 short-form videos or 4 static posts (your choice), captions, posting on 1 platform, 1 revision per deliverable.
  • 4 short-form videos and 4 static posts, captions and hooks, posting on 1 platform, 1 revision per deliverable, quarterly review call.
  • 12 short-form videos, 15 static posts, full caption support, posting on up to 3 platforms, 2 revisions per deliverable, monthly review call.
What is the setup fee for?
The setup fee covers role scoping, onboarding documentation, tool integration, and the first-week ramp review. It is a one-time cost at the start of each engagement. Solo-tier social media packages carry a setup fee of $295. Staffing engagements and the Growth social media package carry a setup fee of $495.
Is there a long-term contract?
No. Engagements are month-to-month after the initial setup. We ask for 30 days notice to pause or end an engagement so we can close out the VA's role cleanly.
How quickly can we get started?
Most clients are up and running within 7 to 14 days of signing their service agreement. We move fast because our VA bench is pre-vetted and ready for placement.
What happens if my VA quits or underperforms?
KayaDesk handles replacement internally. We find and onboard a replacement VA at no additional cost to you. Your engagement does not stop because one person turned over.
Do I need to provide raw footage for social media production?
For video content, yes. You record the raw footage or provide existing long-form content, and our production team handles editing, captions, and posting. Our team will guide you on what to record and how to capture it efficiently.

Ready to get hours back?

Book a 15-minute call. We'll ask about your business, tell you honestly whether we're a fit, and walk you through how an engagement would work.

Book Your Free 15-Minute Call

No pressure. No pitch. Just a direct conversation.