Virtual Assistant vs. Hiring an Employee in the US: The Real Cost Comparison

Most business owners anchor on base salary. But the fully-loaded cost of a US employee is far higher than the number on the offer letter.

• Base salary— $45,000–$65,000/year for an admin or executive assistant role.
• Payroll taxes (FICA)— Employer pays 7.65% — that's $3,400–$5,000/year on top of salary.
• Health insurance— $7,000–$12,000/year for a single employee on an employer-sponsored plan.
• PTO, sick leave, and holidays— 15–20 paid days per year = $2,500–$5,000 in unproductive payroll.
• Office space and equipment— $5,000–$15,000/year for a desk, monitor, and shared overhead.
• Workers' comp and liability coverage— $1,000–$3,000/year depending on your state and industry.
• Recruiting costs— $4,000–$10,000 per hire — job boards, time to interview, onboarding.

• Part-time VA (20 hrs/week)— $800–$1,600/month — that's $9,600–$19,200/year.
• Full-time dedicated VA— $1,500–$3,000/month — that's $18,000–$36,000/year.
• No payroll taxes— Zero employer FICA contribution. None.
• No health insurance liability— Your VA provider handles their team's coverage.
• No office or equipment cost— Your VA works from their own setup.
• No long-term commitment— Scale up or down monthly based on actual business need.

When business slows down, an employee is still on payroll. When you need to let someone go in the US, there's severance risk, COBRA liability, and the possibility of an unemployment claim.

With a VA, scaling down is a conversation — not a legal process. That asymmetry has real financial value, especially for growing businesses where demand fluctuates.

• US full-time employee (fully loaded)— $65,000–$110,000+/year for a mid-level admin role.
• Full-time VA through an agency— $18,000–$36,000/year, all-in.
• Savings per year— $40,000–$75,000 — money that stays in your business.
• Break-even point— Day one. There is no break-even period — a VA is less expensive from the start.