How to Set Your Virtual Assistant Rates: Compare VA Costs Smartly

Back when James, a solopreneur in the legal tech space, hired his first virtual assistant, he wasn’t just overwhelmed—he was paralyzed. He definitely didn’t have access to a VA cost calculator and every blog he read offered different rate structures. Every agency claimed to have “the best deal.” And spreadsheets? Don’t even ask. That experience sparked one question we hear constantly:

How much should I really pay a virtual assistant?

The truth is, VA pricing isn’t one-size-fits-all. But the good news? With a little context and the right tools, you can find the sweet spot between budget-friendly and business-boosting.

Let’s break it all down.

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The 3 Key Ways Virtual Assistants Price Their Services

Before you can compare apples to apples, you’ve got to know what kind of apples you’re looking at.

1. Hourly Rates

Hourly billing is common for ad hoc work, such as inbox clean-ups, research projects, or calendar management. It’s flexible, which is great for tasks that don’t require full-time help.

Pros: Pay only for what you use.
Cons: Harder to budget long term; hours can creep up quickly.

Typical Range:

• Entry-level admin support: $5–$15/hr (offshore). This range is commonly observed in markets like the Philippines, as reported by sources like EO Staff’s 2025 Salary Guide and Payscale data for Philippines Virtual Assistants.
• Mid-level executive assistant (U.S.-based or higher-skilled offshore): $15–$30/hr. ZipRecruiter data for May 2025 shows average administrative assistant hourly rates in the U.S. around $21.04, with top earners reaching $31.25. Virtual assistant average hourly rates are cited at around $24.40.
• Specialized legal or technical assistants: $30–$75/hr+. These higher rates reflect specialized expertise and are comparable to domestic specialized freelance rates (e.g., see Freelancer.com’s average rates).

Example: When a small law firm hired a VA for docketing support, they started at $20/hour. But over time, they shifted to a retainer once they saw consistent results.

2. Monthly Retainers

Retainers are ideal for long-term partnerships where you need predictable support. You pay a flat fee, often for a set number of hours or a scope of tasks.

Pros: Easier to budget, stronger VA-client relationship, better task continuity.
Cons: Risk of paying for unused hours if scope isn’t clearly defined.

Typical Range:

• Part-time VA (20 hrs/mo): $400–$1,200/mo
• Full-time VA (160 hrs/mo): $1,200–$4,800/mo, varying based on experience and geographical location of the service provider.(e.g., see pricing models from agencies like VA Staffer).

Tip: Look for retainers that include reporting or a task-tracking dashboard. You’ll want visibility.

3. Per-Project Pricing

Ideal for one-off tasks like database clean-ups, website audits, or travel itineraries.

Pros: Set expectations upfront, no hourly tracking needed.
Cons: Not suitable for ongoing or flexible needs.

Use case: An executive needed a 100-page investor deck rebranded and polished. She hired a VA for $300 to complete it in 3 days. One and done.

Why VA Rates Vary So Widely

One look at the global VA market and it can feel like you’re trying to buy a flight ticket—prices are everywhere.

Here’s what impacts the cost:

• Location

1. Onshore (e.g., U.S./U.K. based): VAs in countries with high costs of living typically charge the highest rates. For instance, according to ZipRecruiter, the average hourly pay for an Administrative Assistant in the U.S. is $21.04 as of May 2025, with virtual assistant roles averaging $24.40 per hour. The true cost of an in-house U.S. employee also includes benefits (health insurance, retirement, etc.) and overhead, which can add an estimated 30-50% to their salary (U.S. Bureau of Labor Statistics data from December 2024 indicates benefits average 29.5% of total compensation for private industry workers).
2. Offshore (e.g., Asia, particularly the Philippines or India): These regions often offer lower hourly rates, sometimes starting around $5–$15/hour (as seen in EO Staff’s 2025 Salary Guide and Payscale data for the Philippines). While cost-effective, offshore options can present challenges:
   • Time Zone Discrepancy: Significant time differences can complicate real-time collaboration and urgent communication.
   • Communication Nuances: While many VAs have good English proficiency, cultural and communication style differences can occasionally lead to misunderstandings.
   • Direct Management Overhead: If hiring independently, you bear the responsibility for vetting, training, payroll, and HR, which consumes valuable time.
3. Nearshore (e.g., Latin America, particularly Colombia): This option provides a strategic balance. RemoteAces, for example, sources VAs from Colombia. These professionals are typically in time zones that largely overlap with North America (e.g., ET). This allows for more seamless real-time collaboration and synchronous communication. According to reports from Unity Communications and There Is Talent, virtual assistant hourly rates in Colombia typically range from $12–$25/hour, reflecting a highly educated workforce with strong English proficiency and cultural alignment with North America. This offers a compelling alternative, mitigating extreme time differences and communication barriers often found with offshore solutions.

Onshore VAs offer top-tier skills but come with the highest costs due to salaries and benefits. Offshore options are budget-friendly yet may face time zone and communication challenges, while nearshore talent (e.g. LATAM/Colombia) strikes an ideal balance with cost-effective rates, cultural fit, and real-time collaboration.

• Specialization

Generalist VAs are more affordable, but specialists come at a premium. A legal virtual assistant with experience in document review or an executive assistant skilled in investor communications will naturally charge higher rates—but they’ll also save you hours of high-value work. Similarly, VAs trained in specific tools—especially those who combine productivity apps with AI-enhanced support—tend to be more expensive, yet they generate significantly more value. Curious how businesses are using this edge to their advantage? Don’t miss our guide: AI vs Human Assistants: A Business Survival Guide.

• Experience

Just like hiring in-house, years of experience (and a track record of results) come at a premium. But you may find that a seasoned VA completes in one hour what a newbie might stretch over three.

How to Use Our VA Rate Calculator

We get it—there’s a lot to consider. That’s why we built a Virtual Assistant Rate Calculator to help you cut through the guesswork.

Whether you’re a founder budgeting for the quarter, a managing partner needing legal back-office help, or a busy executive comparing two proposals, this tool helps you:

• Estimate your monthly cost based on hours, skill level, and task complexity
• Compare the cost of local vs. offshore assistants
• Forecast ROI by weighing rates against time saved and productivity gained

Pro Tip: Use it to test scenarios—like upgrading from general admin to specialized legal support—and visualize the cost vs. time saved.

What’s the “Right” Rate for You?

Here’s the punchline: The best VA rate isn’t the cheapest—it’s the one that delivers the most value per dollar.

Start with these questions:

• What tasks are draining your time? For a comprehensive list of what VAs can help with—from calendar management to legal support—check out The Complete Virtual Assistant Services List.
• Could a VA complete them faster, better, or more consistently?
• What’s your hourly rate? Would freeing up 10 hours a week move the needle in your business?

When James finally onboarded his first assistant, he chose a mid-tier EA based in Bogotá who worked 20 hours per week at $18/hour. Within two months, she’d overhauled his email system, prepped his sales decks, and booked 11 investor meetings.

He called it the best $1,440 he’d ever spent.

Final Thought: Value First, Then Price

A great VA doesn’t just save you time—they give you momentum. Whether you’re scaling a startup, launching a fund, or just trying to win back your Saturdays, the right support can change your trajectory.

At RemoteAces, we’ve helped busy professionals across industries—from law firms to tech CEOs—find the perfect-fit virtual assistant. Whether you need a rockstar EA, a lightning-fast admin, or a legal wizard with a paralegal mindset, we’re here to make the match. No fluff. Just results.

Feel free to share this calculator, and contact us to discuss how a virtual assistant could support your objectives.