Size the role from a task list, not a guess
For two weeks, write down every task you would hand over if you could, how often it comes up, how long it takes and whether it needs a reply within the hour. Then add it up.
Sizing sheet
Task: inbox sorting and draft replies · How often: daily · Time: [minutes] · Live? yes
Task: calendar and meeting prep · How often: daily · Time: [minutes] · Live? partly
Task: invoices and expense reports · How often: weekly · Time: [minutes] · Live? no
Task: research and vendor quotes · How often: weekly · Time: [minutes] · Live? no
Total: [hours a week] · Share that needs a live reply: [most, some, little]
Add a margin for the things you have not thought of yet: once a good assistant is in place, most founders find more to hand over. Our list of what to delegate helps fill the sheet.
When part-time works
- The work comes in batches you can schedule: weekly reports, invoicing, research.
- Nothing on the list needs a reply within the hour.
- You can brief the person in one short session a week.
- The person will not own your inbox or speak for you in real time.
When full-time is worth it
- The assistant owns your inbox or calendar and must react while you work.
- Several people inside and outside the company depend on the assistant's replies.
- You want the role to grow into operations: vendors, hiring logistics, projects.
- Continuity matters: one person who knows every thread, rather than someone who switches between clients.
The hidden costs of each
Part-time help often comes from someone with several clients. That brings shared attention, slower replies at busy moments and context switching every time they come back to your work. It is also harder to find a part-timer who will stay for years.
Full-time costs more each month and needs enough work to fill the week, or you pay for idle hours. It also needs more of your time at the start, because there is more to hand over. The return is an assistant who is there when you need them and who learns your business quickly.
Where to find each
Part-time assistants are easiest to find on freelance marketplaces and through your network. Full-time assistants are easiest to find through job boards and recruiters, because people looking for a full-time role look there. Our executive assistant vacancies are full-time and pay $800–1,1001 a month; for a part-time role, send a brief and Stafka will tell you honestly whether we have people who fit.
On Stafka, posting a job is free; pricing shows when a fee applies. State the weekly hours and the fixed overlap window in the post, so people who cannot commit to them do not apply.
Start part-time, grow to full-time?
It can work, if you agree it at the start: the expected path, the point at which you will decide, and a pay review when the hours change. It fails when the part-timer has filled the rest of their week with other clients by the time you are ready. If you already expect to need a full week within a few months, a full-time hire with a broader scope is often the better start. Our comparison of a virtual assistant and an executive assistant helps define that scope.
Questions
How many hours a week does a virtual assistant need?
As many as your task list fills, plus a margin. If the total is well under half a working week and none of it needs a quick reply, part-time is enough. If you need someone reacting during your day, plan for full-time.
Is a part-time assistant cheaper than a full-time one?
Per month, yes. Per hour, often not: part-time and hourly work is usually priced higher per hour than a full-time monthly arrangement, and some of the cost shows up as slower replies and handovers.
Can I share a full-time assistant with another business?
A contractor may work for several clients if their agreements allow it, but priorities and confidentiality get harder. Agree hours, conflicts and confidentiality in writing. General information, not legal advice.
Does Stafka place part-time assistants?
Our current vacancies are full-time. For a part-time role, send a brief; we will tell you before you pay anything whether we have suitable people.
General information for small employers, not legal or tax advice: check contracts, tax and data rules for your country with a qualified adviser. Figures carry their sources below; our own prices are on the pricing page. Spotted a mistake? Write to hello@stafka.com.