| Scenario | Rate | Hours/week | Weeks | Multiplier | Fees total | Tools/mo | Setup | Est. monthly |
|---|---|---|---|---|---|---|---|---|
| Starter admin | $10 | 10 | 4 | 1.00 | 5% | $0 | $0 | $451 |
| Operations support | $15 | 20 | 8 | 1.15 | 12% | $25 | $100 | $1,593 |
| Executive assistance | $25 | 30 | 12 | 1.30 | 18% | $40 | $250 | $4,176 |
- Planned hours = hours_per_week × weeks.
- Base labor = planned_hours × hourly_rate.
- Adjusted labor = base_labor × multiplier.
- Subtotal = adjusted_labor + setup + training_cost + tools_prorated.
- Fees factor = 1 + (mgmt + platform + timezone + rush) / 100.
- After fees = subtotal × fees_factor.
- After discount = after_fees − (after_fees × discount/100).
- Grand total = after_discount + (after_discount × tax/100).
- Pick a currency and enter the assistant’s hourly rate.
- Set weekly hours and contract length in weeks.
- Choose a multiplier that matches the workload complexity.
- Add any fees, premiums, tools, setup, and training.
- Apply discount and tax, then press Calculate.
- Download CSV or PDF to share with clients or teams.
1) What does the work multiplier represent?
It adjusts labor cost for complexity, responsibility, or specialization. Use 1.00 for typical admin work, and higher values for operations, research, or multi-tool workflows.
2) Why are tools prorated?
Tools are usually billed monthly. The calculator scales that cost to match the contract duration so shorter projects don’t overstate tool expenses.
3) When should I add a timezone premium?
Add it when you require overlap hours, late-night coverage, weekend availability, or tight response time targets that reduce the assistant’s scheduling flexibility.
4) How do fees apply in this model?
Fees are combined into a single factor and applied to the subtotal. This keeps the math transparent while reflecting common marketplace, coordination, and urgency charges.
5) What if training is unpaid?
Set training hours to zero, or set a different training rate if you pay a reduced onboarding rate. The effective hourly metric will update automatically.
6) How is the monthly equivalent calculated?
Total cost is normalized by weeks, then scaled to an average month (4.333 weeks). It helps compare offers with different contract lengths.
7) Can I use this for fixed-price retainers?
Yes. Enter the implied hourly rate and expected hours. Add setup and tools. The result gives you a target retainer amount and an effective hourly reality check.
8) Does the currency setting convert values?
No. Currency selection changes the display symbol and report labeling. For conversion, convert your inputs first using your preferred exchange rate source.