Directors across the UK are reassessing how they manage their workload, their time, and their operational support. Rising employment costs, hybrid work patterns, and fluctuating business demands have sparked an important question for many leaders: is it more practical to hire a virtual assistant or bring in an in-house PA?
Understanding the financial and operational differences between the two can help you make a confident decision that supports both your role and the wider organisation. This guide talks about the real cost of hiring a va support, the things that most leaders don’t think about, and how to pick the best option for your business.
Understanding the Roles: What are the Differences?
Traditionally, an in-house personal assistant is someone who works a few steps away from the CEO’s or director’s office and is always ready to help you with administrative tasks, diary management, coordination, and other personal tasks. They work set hours and are directly hired by the company. They are part of the C-suite executives’ daily life.
A virtual assistant, on the other hand, can offer remote administrative tasks from a distance and often has more business experience and access to better digital tools.If you’ve ever wondered ‘what a virtual personal assistant is’, the simplest explanation is that they perform the same core tasks as a PA or personal assistant, but remotely and often with greater flexibility. This comparison is at the heart of the virtual assistant vs personal assistant decision many directors now face.
Both roles have strengths, but understanding their key differences helps you see which one aligns with your operational needs.
Direct Cost Comparison
One of the biggest factors in the VA or PA decision is cost. Here is what you’re really paying for.
In-House PA Costs
Hiring an in-house PA involves far more than salary. UK businesses must also consider:
- Employer National Insurance
- Pension contributions
- Holiday pay and bank holidays
- Sick leave
- Recruitment fees
- Training and development
- Equipment such as a laptop, phone, desk and software
- Office space, utilities and insurance
These costs accumulate quickly. For many directors, the total annual cost of a PA ends up 25% to 35% higher than base salary once everything is included.
Virtual Assistant Costs
A virtual assistant’s cost is simpler. You only pay for the hours worked or the retainer package you choose. There are no employment-related overheads, recruitment delays, or equipment purchases. You also avoid paying for unproductive time, which often happens with full-time office roles.
Working with a reputable virtual assistant agency UK gives you predictable monthly costs, clear service levels, and support that scales with your workload.
The Hidden Costs Most Directors Forget
Money isn’t the only factor. Time, productivity, and operational stability are also part of the equation.
Productivity and workload fluctuations
In-house staff are paid for their contracted hours, even if your workload slows down. A virtual assistant works only when needed, which keeps efficiency high and waste low.
Recruitment and turnover
It can take months to find a new PA. A professional VA provider quickly assigns skilled help, so your work doesn’t get interrupted.
Time for training
Most virtual assistants already know how to do executive admin, set-up systems and processes, and use remote working tools. This reduces onboarding time and frees directors from micromanaging.
Office space and equipment
You save money on hardware, security, licences, and workspace. This matters even more for Essex and London-based businesses where office space is costly.
Value Comparison: What You Get for Your Money
The benefits of having an In-House PA
The best thing about having an in-house PA is that they are always in the office, which is helpful if your job requires a lot of face-to-face communication or immediate help on-site. Because they are physically present, they can handle things like managing visitors, coordinating facilities, and helping people in person right away. This setup is good for directors who want someone to be available in the same workspace every day and who need direct, real-time access to handle their administrative tasks.
The benefits of having a Virtual Assistant
A virtual assistant can be flexible by changing their hours to match your workload, whether you need help all the time or just during busy times. Many VAs have a wider range of skills because they have worked across different industries. This means they can confidently handle executive-level tasks like preparing for meetings, writing reports, updating CRM systems, and following up with clients. Their support is also scalable, giving you the option to add or reduce the hours without having to worry about the commitments tied to a job contract. With the level of flexibility, many directors now choose virtual personal assistance from trained professionals through structured remote services.
Which Option Fits Your Business Best?
Every business has different priorities, but there are clear patterns in what works well.
When an in-house PA is the right choice
- You need physical office support
- Your role involves confidential paperwork that cannot be digitised
- You manage on-site teams that need face-to-face supervision
- You prefer in-person assistance as part of your leadership style
When a virtual assistant is the right choice
- You work remotely or in a hybrid setup
- You want flexibility in hours
- Your workload fluctuates
- You value digital tools and efficient processes
- You want cost certainty without long-term employment costs
More directors now find a personal assistant online because it gives them rapid, reliable support without workplace limitations. This trend is especially strong among founders, consultants, and leaders who manage multiple business interests.
Real Scenarios: What This Looks Like in Practice
Scenario 1: Cost reduction
A small consultancy in Essex could replace a full-time PA costing approximately £35,000 to £45,000 per year (depending on experience) with a VA retainer costing less than half. The work quality increased due to better systems and faster task turnaround.
Scenario 2: Flexible support
A property investor working across the UK and UAE needed early morning coordination and late afternoon client calls. A VA provided extended cover, something an in-house PA could not offer without overtime costs.
Scenario 3: Specialist support
An events director required someone skilled in CRM updates, supplier management and minute-taking. A general admin PA wasn’t enough. A specialist VA delivered the exact skillset needed.
These scenarios show that choosing between virtual assistants in the UK and in-house PAs often comes down to operational fit rather than job title.
Questions to Ask Yourself Before Making the Decision
- Do I need someone physically present for any tasks?
- Is my workload steady or does it fluctuate throughout the year?
- How important is flexibility?
- Do I have the budget for long-term employment costs?
- Do I need support across multiple time zones?
- How fast do I need onboarding to begin?
Your answers usually reveal the most practical choice.
Why More Businesses Are Switching to Virtual Assistants
The shift to remote work has changed expectations. Directors value speed, flexibility, specialised skills, and cost-efficient support. Businesses also want operational continuity without the risk of staff turnover.
Many now choose personal assistants online because it fits the way modern businesses operate: leaner, smarter, and built for long-term resilience.
Deciding between a VA or PA comes down to the type of support you need, the nature of your business, and the cost you are prepared to carry. Both roles offer value, but the flexibility, efficiency, and financial advantages of working with a virtual assistant make it a strong choice for many directors in Essex and beyond.
If you’re exploring whether virtual or in-house support is right for you, Praemando can help you assess your needs clearly. A short conversation can provide clarity on the best option for your role and your business.