Fractional And AI-Optimized: Finding Success With Executive Assistants

Forbes

4 days ago

Kenzie Biggins is the founder and CEO of Worxbee, a leading provider of Virtual Executive Assistant (VEA) services.
For years, the executive assistant (EA) was a luxury afforded only to the most senior leaders in large enterprises. Full-time, in-office and deeply embedded in the daily rhythms of a single executive, the traditional EA played a vital role—but one that often remained inaccessible to early-stage founders, startup teams and even mid-level leaders trying to scale smartly.
Today, as founder and CEO of a virtual executive assistant company, I've noticed that paradigm is shifting. A new model of support is taking hold: Fractional, remote and AI-optimized EAs are increasingly bringing strategic thinking and efficiency to leaders who don't need (or can't justify) full-time admin help.
The Shift Toward Fractional Support
Fractional support isn't a watered-down version of full-time help. It can be a right-sized solution for the way many modern leaders work. In an age of lean teams and agile decision making, some executives simply don't need 40 hours of support per week. They need 10 to 30 hours of focused, high-impact support from someone who understands their priorities and adds value without adding complexity.
Fractional EAs can manage everything from inbox management and scheduling to project coordination and internal communication—in a model that scales with the business. This makes executive support accessible to the C-suite as well as team leads, heads of departments and startup founders.
The Cost Advantage
Beyond flexibility and fit, cost can be a major advantage. Hiring a full-time EA can be a six-figure investment (registration required) when accounting for salary, benefits and overhead.
Fractional support offers access to experienced professionals without the full-time price tag. Leaders pay for the hours they need, making it a smart use of resources for growing businesses. And unlike traditional temp support, fractional EAs build long-term working relationships, often becoming trusted extensions of the leadership team.
The Role Of AI In Making Fractional Support Possible
AI is making high-level, fractional support more viable and valuable. Tools like Calendly, Grammarly, ChatGPT and Notion have changed what EAs can do in a fraction of the time. I've noticed that an EA who embraces these tools can spend less time on repetitive tasks and more time on strategic ones—like prepping a CEO for investor meetings and creating more efficient systems and processes.
More importantly, AI helps fractional EAs support more clients while maintaining high quality. When calendar automation and task management are handled by smart tools, the human EA can focus on communication nuance, decision-making prep and forward-thinking support.
Why Strategic Partnership Still Matters
Despite the rise of tools, I've found that what sets an effective EA apart remains the same: judgment, discretion, emotional intelligence—and above all, proactivity.
The best EAs aren't just doers—they're strategic partners who bring clarity, organization and calm to the chaos of leadership. They anticipate needs before they're voiced. They solve problems before they escalate and create space for leaders to focus on what matters most.
AI can't replicate the intuition behind a well-timed question like, 'Do you still want to keep this meeting if prep time is limited?' It can't identify bottlenecks in a sales pipeline before they become roadblocks or intuit the perfect moment to nudge a stalled partnership forward. But an experienced EA can—and does.
What's changed is that now, thanks to AI and remote work tools, that kind of strategic partnership can be delivered in a fractional model.
When Fractional Might Not Be The Right Fit
Fractional support isn't ideal for every leader. If you need in-person help, frequent real-time responsiveness or hands-on support across a wide range of functions, a full-time EA may be the better fit.
Fractional works best when priorities are clear, communication is streamlined and the leader prioritizes strategic over reactive work.
What Leaders Should Look For
If you're considering EA support but aren't ready for full time, here are four key considerations:
1. Think beyond tasks. A good fractional EA isn't just someone who "does things" for you. They should think strategically, adapt quickly and help you make better use of your time.
2. Look for tech fluency. AI tools are changing the game. Look for an EA who is comfortable with AI platforms, project management tools, automation platforms and other digital systems that increase speed without sacrificing quality.
3. Prioritize compatibility. Even in a fractional model, the relationship matters. Try to find someone whose communication preferences, pace and work style align with yours. Trust and alignment are just as important as skills.
4. Insist on initiative. Great EAs don't wait to be told what to do. Look for someone who proactively identifies opportunities to improve efficiency, surface important information and reduce friction in your day-to-day operations.
How To Onboard A Fractional EA For Success
To get the most from a fractional EA, a strong start matters. Here's how to set the foundation for success:
• Prioritize key areas where they'll add the most value (e.g., inbox, calendar, internal ops).
• Clarify communication cadence, tools and response time expectations.
• Share context on your work style, team dynamics and recurring pain points.
• Establish clear goals for the first 30, 60 and 90 days.
• Treat onboarding as a process, not a one-time task. Check in early and often.
Building trust early is key—fractional doesn't mean distant. Strong rapport helps your EA work with greater autonomy and impact. Even five hours of support a week can make a difference when there's alignment from day one.
Final Thoughts
The future of executive support isn't about going back to the old model or replacing humans with machines. It's about blending the two—giving more leaders access to high-quality support in a way that fits the pace of modern business. High-level executive support is no longer reserved for the top 1%—it's accessible to founders, small business owners and emerging leaders who are ready to grow.
Fractional and AI-optimized might sound like buzzwords. But for leaders trying to stay focused, stay sane and scale smart, this model is delivering real value—and redefining what it means to have the right support at the right time.
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