What In-House EAs Can Learn from the Virtual Assistant Model

What In-House EAs Can Learn from the Virtual Assistant Model

Before I became Virtual Assistant, I spent over 15 years as an Executive Assistant. A lot has changed since starting out. The role used to be mostly handling admin, but now it's much broader. These days, assistants are expected to think ahead, harness digital tools, and support senior leaders in what are often fast-moving environments. Shifting from working in an office to supporting remotely has really given me a whole new take on what it means to be truly effective.

Although in-house and virtual roles differ in structure, there are certain principles that consistently lead to success, regardless of location or employment status. I’ve come to realise that the habits VAs develop to survive and thrive remotely are often the very same skills that can help in-house EAs deliver even more value to their bosses, leaders, and organisations.

One of the biggest changes I experienced when I transitioned into the VA world was the expectation to bring structure with me. Many businesses don’t have existing processes; they look to you to build them. That means setting up workflows, communication routines, and templates that allow things to run smoothly without daily handholding.

For in-house assistants, the opportunity is the same. Just because a process exists doesn’t mean it’s working well. Taking ownership of how you manage your time, how tasks are tracked, and how communication flows with your leader can make a noticeable difference. Creating or improving your own “operating system” demonstrates initiative and builds trust.

I’ve never had a problem saying out loud that EAs are there to make their boss or leader look better! When you’re not sitting a few feet away from your boss, you quickly learn that value is measured in outcomes, not visibility. As a VA, you don’t have the luxury of picking things up through casual conversation, you need to stay two steps ahead and anticipate needs without being prompted. The same applies in a traditional role. Being physically present doesn’t guarantee effectiveness. In fact, the most valuable EAs are those who make themselves indispensable by thinking ahead, offering solutions before problems arise, and adding value without waiting to be asked.

A practical approach I use and recommend is conducting a weekly “look ahead” for your leader. Review their schedule, flag potential clashes, identify where preparation is needed, and suggest ways to ease the load. It’s a small habit that creates a big impact.

Being a VA, I’ve found it really helps to be clear about when I’m around, how I like to keep in touch, and how fast I usually get back to individuals. It’s not about being rigid, it just helps keep things running smoothly for everyone. In-house assistants often hesitate to do this, but clarity around how you work best can improve collaboration. Whether you’re remote, hybrid, or office-based, having a shared understanding with your boss around communication preferences, response times, and working hours can prevent frustration and improve productivity. It might feel uncomfortable at first, but setting these parameters shows professionalism and confidence.

VAs work in a range of settings, so staying up to date with new tools and trends is just part of the job. A lot of the time, we’re learning as we go, whether it’s getting the hang of new software, finding smarter ways to stay productive, or figuring out how to use automation to make things easier. In-house EAs can benefit from adopting the same mindset. Don’t wait to be offered training, seek it out. Whether it’s learning how to use a new project management platform or exploring how AI can support your workflow, learning by doing and staying curious will keep you sharp and increase your long-term value to the business.

There are plenty of online communities (mainly on Facebook) and resources designed specifically for administrative professionals. Joining them can help you stay informed and provide a platform to ask questions.

One of the biggest changes I’ve made over the years isn’t just in how I approach work, it’s in how I speak to myself. You don’t need to have all the answers, but trusting your ability to figure things out as you go along makes a huge difference. When you back yourself, people notice. It comes through in how you speak, how you handle tricky situations, and how confident you are suggesting new ideas. That belief in your own value doesn’t just help you grow; it often leads others to put their trust in you too. As women, we need to get better at believing in ourselves.

The reality is that the skills required to succeed as an EA are no longer dependent on whether you’re in the office. At the end of the day, it’s about how you think, how you work, and the value you bring. Developing and working with other VAs has shown me the value of being “next-level” organised and proactive. I think those qualities can really help any in-house assistant too. As work keeps changing, the ones who stay flexible, keep learning, and step up when it counts are the ones who’ll progress and develop. If the last few years have shown us anything, it’s that where you work isn’t nearly as important as the impact you create.