The Cost of Hiring an Executive Assistant in the UK: Permanent Hire vs Freelancer vs Retained EA

Most founders and CEOs start this decision with a simple comparison. A salary on one side, an hourly rate on the other. It feels logical, but it rarely tells you what each route will actually cost, or what you will get for it.

This guide sets out the three common ways to bring in executive support in the UK: a permanent hire, a freelancer and a retained private executive assistant. It covers the costs that appear on the invoice, the ones that do not, and the questions worth asking before you decide.

All figures below are illustrative. They are there to show how the costs build up, not to quote a market rate.

Option one: hiring a permanent executive assistant

A permanent hire gives you a dedicated member of staff, usually working in your office or on set days. For some leaders, that physical presence is exactly what they need.

The salary is only the starting point. As an illustration, take a salary of £60,000. For 2026 to 2027, employers pay National Insurance at 15% on earnings above £5,000 a year (GOV.UK). That adds £8,250, bringing the cost to £68,250 before anything else.

On top of that, you may need to budget for:

• Recruitment fees, which agencies commonly charge as a percentage of first year salary

• Employer pension contributions under auto enrolment

• Paid holiday and sick pay

• Equipment, software and a workspace

• Management time, training and onboarding

• Notice periods and the cost of replacing someone if the hire does not work out

There is also the question of cover. A permanent employee is one person. When they are on holiday or unwell, your diary, inbox and travel still need handling, and that usually falls back on you.

Best suited to: leaders who need someone physically present in the office every day.

Option two: working with a freelancer

A freelance executive assistant or virtual assistant works for you on an hourly, daily or project basis. You pay for the hours worked, and you do not carry employer costs such as National Insurance, pension or holiday pay.

That flexibility is the main attraction. It suits a defined project, a busy period or occasional overflow. Freelancers can often start quickly, depending on their availability.

There are some trade offs to think through:

• Rates usually reflect the fact that they fund their own tax, pension and time off

• They may work for several clients, so availability can vary

• The relationship can be more transactional, which makes it harder for them to anticipate your needs

• If they work set hours under your direction, it is worth checking employment status with an accountant, because the label on the contract is not the only factor

Best suited to: a defined project, or occasional support rather than a daily working relationship.

Option three: a retained private executive assistant

A retained executive assistant sits between the two. You work with one dedicated person on an ongoing basis, for an agreed monthly fee, with the scope set out at the start. They are not your employee, so you do not carry the employer costs above. They are also not an occasional freelancer, so the relationship is built to be continuous.

In practice, that means the same person handling your diary, inbox, meeting preparation, travel and personal logistics, and learning how you work over time. Because the scope is agreed up front, you know what you are paying for each month. Third party costs, such as flights or charters, are agreed separately.

It is worth being clear about the limits. A remote retained service is not suited to every role. If you need someone physically in your office every day, a permanent hire is the better fit.

Best suited to: founders, directors and CEOs who want ongoing, trusted support without taking on an employee.

How the three options compare

Permanent hire Cost: salary plus employer National Insurance (£68,250 in our example), before pension Extras: recruitment fees, pension, equipment, holiday and sick pay Starts: after recruitment and a notice period Continuity: one person, but leave creates gaps Best when: you need someone in the office daily

Freelancer Cost: an hourly or day rate for hours worked Extras: rates usually reflect their own tax, pension and time off Starts: often quickly, depending on availability Continuity: they may have other clients Best when: you have a project or overflow

Retained private EA Cost: an agreed monthly retainer, scope set up front Extras: third party costs such as travel agreed separately Starts: onboarding agreed at the outset Continuity: the same person every time Best when: you want ongoing support without an employee

The cost that rarely makes it onto the spreadsheet

Whichever route you choose, there is one more cost worth weighing: your own attention.

A cheaper arrangement that still needs you to brief, check and chase every task has not removed the work. It has moved it. The real question is not only what each option costs, but how much of your attention it still needs once it is running.

That is where experience matters. Someone who anticipates, prepares you for meetings, protects your diary and handles sensitive matters with discretion gives you back more than the hours on a timesheet.

Questions to ask before you decide

• Do I need someone in the office, or can the work be done remotely?

• Is this an ongoing need, or a project with an end date?

• Who covers the work when this person is unavailable?

• How much of my time will I still spend briefing and checking?

• What does the arrangement cost over twelve months, once every extra is included?

• How comfortable am I sharing sensitive information, and with how many people?

Talking it through

If you are weighing up your options and would like to understand how retained, one to one executive support works in practice, get in touch with The Executive Private Office.

I work with founders, directors and CEOs across London, Sussex, the Cotswolds, Hampshire and Surrey, and we can start with a conversation about what you actually need.

The figures in this article are illustrative and based on a £60,000 salary. Employer costs and recruitment fees vary, so check your own numbers with an accountant before making a decision.