The real cost of executive assistant help
Before calculating ROI, let's establish what you're comparing. Executive assistant costs vary dramatically based on location, experience, and employment type.
Human executive assistant costs (2026)
| Type | Hourly Rate | Annual Cost | Notes |
|---|---|---|---|
| US-based full-time EA | $35–$60/hr | $65,000–$125,000 | Add 20-35% for benefits/taxes |
| US-based part-time EA | $40–$75/hr | $16,000–$30,000 (10 hrs/wk) | Higher hourly, fewer hours |
| Offshore virtual EA | $7–$25/hr | $14,000–$50,000 | Time zone challenges |
| EA service (Magic, etc.) | $35–$60/hr | $12,000–$36,000 | Shared assistant model |
Hidden costs: Hiring ($5,000-15,000), training (1-3 months at reduced productivity), turnover risk, management overhead, benefits (if full-time).
AI executive assistant costs (2026)
| Tool | Monthly Cost | Annual Cost | What it does |
|---|---|---|---|
| KallyAI | $9–$199 | $108–$2,388 | Phone calls, appointments |
| Lindy | $0–$299 | $0–$3,588 | Email, workflows |
| Motion | $29–$99 | $348–$1,188 | Calendar optimization |
| Clara | Enterprise | $3,000–$12,000 | Meeting scheduling |
| Full AI stack | $100–$400 | $1,200–$4,800 | Comprehensive coverage |
ROI calculation: AI vs. human EA
Scenario 1: Replacing a full-time US EA with AI
The Math
- Current cost: $95,000/year (salary + 25% overhead)
- AI stack cost: $300/month × 12 = $3,600/year
- Part-time human (10 hrs/wk): $50/hr × 10 × 52 = $26,000/year
- Hybrid total: $29,600/year
- Annual savings: $65,400 (69% reduction)
What you get: AI handles 70-80% of routine tasks 24/7. Human handles strategic work, relationships, and judgment calls.
Scenario 2: Adding AI instead of hiring
You're spending 10 hours/week on administrative tasks you could delegate.
The Math
- Your time value: $150/hour (conservative for executives)
- Time spent on admin: 10 hours/week = $1,500/week
- Annual opportunity cost: $78,000
- AI stack cost: $3,600/year
- ROI: 21:1 (every $1 spent returns $21 in reclaimed time)
Scenario 3: Phone calls specifically
You make 20 phone calls per month averaging 15 minutes each (including hold time).
The Math
- Time per month: 20 calls × 15 min = 5 hours
- At $150/hr: $750/month opportunity cost
- KallyAI Professional: $49/month (100 calls)
- Monthly savings: $701
- Annual savings: $8,412
- ROI: 14:1
Calculate your phone call ROI
How many calls do you make per month? At $49/month for 100 calls, KallyAI pays for itself if you value your time at even $10/hour.
Try KallyAI for $1What AI can and cannot replace
Tasks AI handles well (70-80% of EA work)
- Phone calls: Appointments, reservations, vendor inquiries, hold-heavy support
- Scheduling: Finding meeting times, sending invites, rescheduling
- Email triage: Sorting inbox, archiving low-priority, drafting replies
- Calendar management: Protecting focus time, adding buffers, optimizing schedule
- Research: Company info, contact details, basic analysis
- Data entry: CRM updates, expense logging, form filling
Tasks that still need a human (20-30%)
- Sensitive communication: Salary discussions, difficult conversations
- Relationship management: Remembering personal details, building rapport
- Strategic judgment: Deciding what's truly urgent vs. seemingly urgent
- Crisis handling: Unexpected situations requiring real-time decisions
- Complex negotiations: Vendor disputes, contract terms
- Emotional intelligence: Reading between the lines, sensing tension
The hybrid model: Maximum ROI
The highest-ROI approach isn't AI-only or human-only—it's using AI for volume and human for complexity.
Recommended stack
| Component | Monthly Cost | Handles |
|---|---|---|
| KallyAI Professional | $49 | Phone calls (100/month) |
| Motion Individual | $29 | Calendar optimization |
| Lindy Pro | $50 | Email triage, workflows |
| Part-time human (5 hrs/wk) | $1,000 | Judgment calls, relationships |
| Total | ~$1,130/month | Comprehensive coverage |
Annual cost: ~$13,560
vs. full-time US EA: $95,000+
Savings: $81,440+ (86% reduction)
ROI factors beyond direct cost
24/7 availability
AI doesn't take vacations, sick days, or lunch breaks. Calls can be made at 6am or 11pm. International scheduling happens across time zones automatically.
No management overhead
AI requires no performance reviews, no feedback sessions, no career development conversations. It just works.
Instant scaling
Need to make 50 vendor calls this week? AI scales instantly. A human EA would need overtime or help.
Consistency
AI follows the same process every time. No bad days, no distractions, no variation in quality.
Zero turnover risk
Average EA tenure is 2-3 years. Each turnover costs $5,000-15,000 in hiring/training. AI doesn't quit.
When human EAs are still worth it
AI isn't always the answer. Consider a human EA if:
- Your work requires heavy relationship management with key stakeholders
- You need someone who can represent you in person at events
- Your tasks require significant judgment and strategic thinking
- You value having a single person who knows your complete context
- Budget isn't a primary constraint
Even then, augmenting a human EA with AI tools can make them 2-3x more effective—they focus on high-value work while AI handles the routine.
Start with phone calls
Phone calls are the easiest win—highest time savings, lowest AI cost. Try KallyAI for $1 and see the ROI yourself.
Try KallyAI for $1