Why Hire a Magic EA?
Tired of pipeline admin stealing your execution time? Keep delivery moving without drowning in details.
Capability
Project Management VA
Magic EA
Certified Project Manager
Backlog grooming and task hygiene
Dependency and RAID tracking
Stakeholder comms and status briefs
Varies
Inbox triage for project-related emails
Calendar control and meeting orchestration
Varies
SOP upkeep and template management
Varies
Tool-to-tool coordination
Varies
Flex coverage across time zones and seasonality
Varies
Leadership admin support
Engagement model
Often contract-based
Month-to-month flexibility
Total role coverage
Project admin only
Marketing admin + executive ops
Deadlines slip when project managers spend hours on updates, follow-ups, and meeting prep. Without clear ownership, your team starts to lose focus, causing deadlines to slip and small problems to grow into costly setbacks.
A skilled project manager can restore structure to your processes, align priorities, track progress, and hold stakeholders accountable. But when hiring a full-time specialist may not be practical, a Magic Executive Assistant (EA) can help, so your team executes on time and with fewer surprises.
A project management virtual assistant keeps your projects organized, on schedule, and moving toward completion. They help your team maintain momentum by ensuring the right information reaches the right people at the right time, reducing delays and miscommunication.
Many virtual assistants for project management bring specialized training to their work. Some hold certifications from the Project Management Institute (PMI) or similar bodies, demonstrating mastery of established frameworks and best practices.
Others build expertise in specific industries or toolsets, from agile sprint management in software teams to compliance-driven workflows in regulated sectors. This specialization allows them to adapt quickly to your processes, speak the language of your stakeholders, and uphold professional standards in every interaction.
You need reliable project admin support to maintain momentum. Your remote assistant project manager keeps information current, nudges work forward, and surfaces risks early so you can focus on decisions.
Keep dates, owners, and dependencies current on platforms like Asana, Trello, ClickUp, or Notion.
Track due items daily and send targeted nudges to unblock progress.
Maintain a clear file structure and version control for SOWs, specs, and briefs.
Push timely reminders and craft focused agendas that drive decisions.
Capture who does what by when and log actions back to the tool.
Coordinate reviews, retros, and stakeholder sign-offs across calendars and time zones.
Build visual views for milestones, workload, and progress trends.
Maintain a simple RAID log and escalate when thresholds are hit.
Track capacity changes and update assignments to reduce conflicts.
Produce concise summaries with highlights, risks, and next steps.
Create task lists and reminders, standardize fields, and maintain naming conventions.
Consistent, accurate project admin keeps work moving and decisions timely. With a project management virtual assistant handling the flow of updates, reviews, and follow-ups, you get the space to focus on resolving issues, guiding priorities, and hitting delivery targets.
Operational discipline protects timelines and reputation. When the admin layer breaks, your plans do, too. A structured project admin function creates visibility, keeps owners accountable, and reduces the risk of rework and delay.
A dedicated project management VA gives your work the structure it needs to move forward, keeping deliverables on track, stakeholders aligned, and priorities clear from kickoff to completion. Magic EAs bring that same operational discipline, but with capabilities that extend beyond project admin.
Specialist project VAs are valuable, but they are often narrow in scope. If your coverage stops at a project management virtual assistant, you still carry the weight of inbox triage, meeting orchestration, and cross-team coordination. The gap shows up as delayed tasks, scattered notes, and status churn.
You don’t have to stop at a project management virtual assistant. A Magic EA delivers virtual assistant for project management support inside your tools and processes, and also handles executive operations that keep decisions and delivery in sync.
A Magic EA combines project admin support with executive operations, so status, meetings, and priorities stay aligned across the organization to keep your decisions flowing.
Your virtual assistant steps in to manage the mounting tasks and complexities.
They bring clarity and structure to your day and consistency to follow-through.
VAs restore momentum by orchestrating the moving parts with precision.
They proactively manage deadlines, follow-ups, and loose ends to prevent bottlenecks
VAs take care of the details so you can maximize your time on what really matters.
Instead of separating project admin from the rest of your operations, a Magic EA blends both, keeping delivery and direction in sync. That integration creates clear advantages in cost, flexibility, and execution speed — benefits you can measure across every project.
Here are other ways a Magic EA can impact your organization:
A Magic EA manages both project admin and executive operations like calendar control and inbox triage, reducing vendors and handoffs while keeping all moving parts in sync.
By consolidating multiple part-time or specialist roles into a single Magic EA, you cut overhead, simplify billing, and minimize the ramp time that comes with juggling separate contractors.
Magic EAs drive work forward with daily follow-ups, current trackers, and focused agendas, shortening the path from task to completion.
Scale your Magic EA’s coverage up or down as project volume changes, avoiding the hiring delays and fixed costs of permanent staff.
With pre-vetted Magic EAs and structured handover processes, coverage stays consistent even if your assigned EA changes, lowering single-point-of-failure risk.
Magic EAs work securely inside your environment with role-based permissions, least-privilege access, NDAs, and MFA, protecting sensitive data and reducing operational risk.
Getting project support in place should be simple. We match you with a Magic EA who operates in your tools and gets to work quickly, so you can start building momentum right away. Here’s how:
In a short call, we map priorities, dependencies, and where your work frequently stalls. You leave with a clear plan for EA coverage.
Based on what we learn, we’ll introduce you to Magic EAs who’ve handled similar projects and know your tools inside and out.
Step three is where we set up a meeting so you can gauge both skill and communication style before committing.
During this step, you will walk your EA through your SOPs, tools, and escalation paths so they can plug in without disrupting your flow.
Delegate the tasks you never have time for, then watch as your EA frees up hours you can reinvest in leadership.
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Just you.
Small team
Under 50 people
Growing workforce
50-200 people
Established team
200-500 people
Large organization
500+ people
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You don’t even pay until after you’ve met them. No risk. No commitment. Just results.
A complete platform with tools and support that makes delegation effortless
Smart automation that amplifies your EA’s capabilities
Secure payments without exposing your personal info
On-time payments and tax management handled
Smart automation that amplifies your EA’s capabilities
Always covered, even when your EA is offline
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Billing concerns
Assistant complaints
Performance coaching
Auditing Productivity
Upskilling & Coaching
Unblocking your assistant…
In some roles, assistants are tied to one team or one process. A Magic EA can support multiple business units, shifting seamlessly between different priorities while keeping everything on track.
See why companies are ditching recruiters and platforms for our complete solution
There are three main components to our training program: a multi-day executive assistant training course (ending with a formal assessment they must pass to complete), our library of self-paced courses, and hands-on training in a remote position.
We source top candidates from the Philippines, which is among the world’s top emerging markets.
The better question might be “what can’t my EA do?”! EAs can handle everything from simple tasks like calendar management to more complex tasks that require a deep understanding of your needs and preferences. Check out the use cases above for some examples.
You can hire for almost anything online nowadays, including an EA. But how do you know the EA you’re hiring is going to be good? At Magic, we do all the pre-vetting for you to guarantee you’re getting a quality hire. We only onboard the top 1% of talent and train them to succeed. Plus, the hiring process on your own takes a ton of time and energy. With Magic, you can get started in 72 hours!
First, you talk to our sales team about your needs. Then, our Matching team finds a few candidates that we think will be great for you. Next, you interview the candidates and choose your favorite, or have our Matching team keep looking. Once you find the perfect hire, you’re billed weekly and there are no long-term commitments or hiring fees.
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So, @magic has consistently delivered, and by delegating a variety of task-minutiae to their 24/7 concierge service, has given me the time to focus on the things I’m best at without doing a ton of task-switching (which I’m not very good at). Not free, but good! #GetItDone
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