Frequently Asked Questions

FAQ Executive Virtual Assistant Services

Experienced. Discreet. Strategic. Personal.

Welcome to Kay Marie Ink! I'm Katherine Lopez, the owner and operator of this U.S.-based business, located in Tampa Bay, Florida.

With over 15 years of administrative and executive-level experience, including direct support to CEOs, presidents, and C-suite executives, I provide personalized Executive Virtual Assistant (EVA) Services to a select number of business leaders.

No outsourcing. No subcontracting. No staffing agency.

When you partner with Kay Marie Ink, you're working directly with me.

I believe the most successful Executive–EA relationships are built on trust, discretion, mutual respect, and an understanding of the person behind the title.

Below are answers to some of the most common questions about my services and what working together looks like.

What is an Executive Virtual Assistant?

An Executive Virtual Assistant provides high-level administrative and operational support remotely, allowing executives to receive experienced assistance without the commitment of hiring a full-time employee.

My role goes far beyond managing calendars or organizing emails. I help executives anticipate needs, manage competing priorities, coordinate complex logistics, improve administrative processes, and stay focused on the responsibilities that require their leadership.

How is Kay Marie Ink different from other virtual assistant companies?

When you hire Kay Marie Ink, you're hiring my experience, not being assigned an assistant from an agency.

I own and operate Kay Marie Ink and personally perform the Executive Virtual Assistant Services I provide.

My business is based in the United States, and I do not outsource, subcontract, or delegate client responsibilities to third-party or offshore assistants.

I intentionally maintain a small portfolio of executive clients so I can provide the attention, consistency, and discretion each partnership deserves.

Will I be working directly with Katherine Lopez?

Yes! Always.

From our initial discovery conversation to your ongoing executive support, you'll work directly with me.

I'm personally responsible for the services I provide, the communication we establish, and the quality of our working relationship.

I believe consistency matters. The more familiar I become with your leadership style, preferences, priorities, and expectations, the more effectively I can anticipate your needs.

What types of executives do you support?

I work with CEOs, founders, presidents, entrepreneurs, business owners, and senior executives who need experienced, dependable administrative and operational support.

My professional background spans several industries, including automotive, marketing, real estate, and corporate operations.

Whether you're building a growing business or leading an established organization, I'm interested in understanding your unique needs and determining how I can add value.

How many executives do you work with at one time?

I intentionally work with only a select number of executives.

Rather than measuring my availability by the number of clients I can accommodate, I evaluate the responsibilities, workload, and level of attention each executive requires.

Some executives need extensive calendar and travel coordination, while others need help with communications, special projects, and operational improvements.

I only accept new partnerships when my existing workload allows me to provide the same level of attention and quality to every client.

Are you currently accepting new clients?

Yes! I currently have availability for up to two new executive partnerships.

After moving on from my full-time corporate role as an Executive Assistant supporting a CEO, I've been able to dedicate more of my professional experience to growing Kay Marie Ink.

This transition has created an opportunity to welcome two additional executives, depending on their needs, anticipated workload, and whether we're a good professional fit.

Because I intentionally maintain a limited client portfolio, availability may change as new engagements are confirmed.

How do you determine whether we're a good fit?

I believe the executive–EA relationship is unlike most other professional relationships.

An exceptional Executive Assistant often sees sides of an executive that others within the organization never will. We're trusted with confidential information, difficult conversations, competing priorities, and sometimes the frustrations that come with leadership.

That relationship requires much more than administrative skills.

Not every Executive Assistant is the right fit for every executive, and not every executive is the right fit for me.

During our discovery conversation, I'll ask about your leadership style, expectations, communication preferences, business needs, and what successful support would look like.

I'll also share my approach to executive support so we can determine whether our working styles and expectations align.

I screen each potential partnership because I'd rather build a handful of exceptional relationships than take on more clients than I can effectively support.

When do new client openings become available?

New openings generally become available when an existing engagement concludes or an executive's support needs change.

For example, an executive may transition into a different position, their organization may expand, or they may reach a point where hiring a full-time, in-office Executive Assistant becomes the better long-term solution.

I believe executive support should evolve alongside the needs of the leader and the organization.

My goal isn't to keep a client dependent on my services indefinitely. It's to provide meaningful support for as long as the partnership continues to bring value.

What responsibilities can I delegate to you?

My experience includes a wide range of executive-level administrative and operational responsibilities, including:

• Complex executive calendar management and scheduling.

• Domestic and international executive travel coordination.

• Inbox organization and executive communications.

• Leadership meetings, board coordination, and follow-up.

• Expense management and vendor relationships.

• Business operations and special projects.

• Research, documentation, and process improvements.

• Standard operating procedures and administrative workflow optimization.

During our discovery conversation, I'll help identify which responsibilities would make the greatest impact if delegated.

What if I've never worked with an Executive Assistant before?

That's perfectly fine!

Many executives have spent years managing their own calendars, travel, communications, and administrative responsibilities.

Sometimes they've become so accustomed to handling everything themselves that they don't recognize how much valuable time those tasks consume.

I'll help you identify what can be delegated, what should remain under your direct oversight, and where experienced executive support could make the greatest difference.

Do I need to hire you full-time?

Not at all.

My fractional Executive Virtual Assistant Services are designed for executives who need consistent support without hiring a full-time employee.

Engagements may begin at approximately 15 hours per week, with the schedule and responsibilities tailored to your business needs and my availability.

Can you support multiple executives within my organization?

Yes, depending on the scope of responsibilities and anticipated workload.

I've supported multiple C-suite executives simultaneously, balancing competing priorities while maintaining confidentiality and appropriate communication boundaries.

During our discovery conversation, I'll evaluate the level of support required to determine whether the engagement is realistic within the proposed hours.

Can you manage my calendar and email directly?

Absolutely, with your authorization and appropriate system access.

I've managed complex executive calendars involving leadership meetings, board members, travel, competing priorities, and last-minute changes.

I can also assist with organizing executive correspondence, identifying priority communications, drafting responses, and following up with internal and external stakeholders.

My goal is to become familiar enough with your preferences that I can anticipate needs and reduce unnecessary back-and-forth.

What systems and software are you familiar with?

I've worked with various business and productivity platforms, including Microsoft Outlook, Google Workspace, Slack, Monday.com, Concur, and other administrative and operational tools.

I also leverage generative AI for research, meeting preparation, workflow optimization, communications, and process documentation.

Technology can improve efficiency, but I believe professional judgment, accuracy, confidentiality, and human oversight should always remain essential.

How do you handle confidential information?

Discretion is one of the most important responsibilities of an Executive Assistant.

Throughout my career, I've been trusted with sensitive business information, leadership discussions, financial matters, and communications requiring sound judgment.

I've also supported multiple executives who may share information they don't intend for others to receive.

Knowing when to communicate, what information is appropriate to share, and when confidentiality must be maintained is essential to building trust.

I take that responsibility seriously and establish confidentiality and information-security expectations as part of each client engagement.

How will we communicate and stay organized?

Communication should complement your leadership style, not create additional work.

Some executives prefer brief daily updates, while others benefit from weekly or twice-weekly check-ins.

We'll establish a communication structure that works for both of us, including preferred platforms, task management, priorities, and response-time expectations.

How will I know what you're working on?

I believe transparency and accountability are especially important in a virtual working relationship.

Depending on our arrangement, I can maintain a shared task tracker, document completed assignments, provide progress updates, and track time spent on agreed responsibilities.

You'll have visibility into completed work, outstanding priorities, and items requiring your attention.

Are you available outside normal business hours?

My services are structured around mutually agreed working hours and communication expectations.

I understand that executive travel, unexpected changes, and certain special circumstances may require flexibility, and I'm open to discussing those needs in advance.

However, routine after-hours availability is not automatically included.

I believe clear expectations and professional boundaries help create stronger, more productive partnerships.

Do you provide in-person support?

My Executive Virtual Assistant Services are primarily remote.

For clients in the Tampa Bay area, I may consider limited onsite onboarding, training, or special project arrangements depending on availability.

Any onsite requirements, travel considerations, and additional fees would be discussed in advance.

Can you train our new in-office Executive Assistant?

Absolutely! And this is a service I'm particularly passionate about.

Sometimes an executive reaches a point where the business has grown enough to justify hiring a full-time, in-office Executive Assistant.

When that happens, I can help prepare your new EA for success.

Because I've already become familiar with your leadership style, preferences, priorities, and expectations, I can assist with documenting procedures, organizing workflows, and training your new assistant on the responsibilities they'll be taking over.

My goal is to create a smooth transition that protects your time and minimizes disruptions.

A successful partnership isn't always measured by how long it lasts. Sometimes it's measured by how well I've prepared you for your next chapter.

Can you train our office administrators or existing administrative staff?

Yes!

Sometimes the greatest opportunity for improvement isn't hiring another employee. It's helping your existing team work more effectively.

I can assist with training office administrators and administrative staff, evaluating how responsibilities are distributed, identifying operational gaps, and improving administrative processes.

This may include clarifying responsibilities, strengthening communication, developing standard operating procedures, improving task ownership, and identifying opportunities to reduce duplicated efforts.

My goal is to help your team operate more efficiently while ensuring executive-level responsibilities receive the appropriate attention.

It's about bringing value to the organization, not simply adding another person to the payroll.

Can you help identify administrative gaps or improve business processes?

Yes. This is one of the areas where I believe my experience can make a meaningful impact.

Over the years, I've led administrative initiatives, coordinated vendors, improved processes, and identified opportunities to save time and reduce unnecessary expenses.

I can help evaluate recurring administrative responsibilities, identify bottlenecks, document workflows, and recommend practical improvements that support efficiency and accountability.

Do you offer temporary support while we hire a permanent Executive Assistant?

Yes, depending on my availability and the level of support required.

I can provide interim Executive Virtual Assistant Services while your organization evaluates its needs or recruits a permanent employee.

I can also assist with preparing administrative processes, documenting responsibilities, and training the incoming EA to support a smoother transition.

Can you assist with corporate events or special projects?

Absolutely!

Corporate event planning and executive experiences are another area where I bring significant experience.

I've coordinated large-scale incentive travel programs, leadership events, corporate celebrations, vendor relationships, and complex event logistics.

Because each event is different, corporate event planning and specialized projects are evaluated and quoted separately from ongoing Executive Virtual Assistant engagements.

How much do your services cost?

Pricing depends on the scope of support, anticipated weekly hours, complexity of responsibilities, and any special requirements.

I offer fractional Executive Virtual Assistant engagements, with arrangements potentially beginning at approximately 10-15 hours per week.

After learning more about your needs, I can provide a customized proposal outlining the scope, expected hours, and fees. General hourly rates start at $65-85.

Is there a contract or long-term commitment?

Before beginning a partnership, we'll establish a written service agreement outlining responsibilities, hours, compensation, confidentiality expectations, communication procedures, and other applicable terms.

I believe clear expectations protect both parties and create a strong foundation for a successful working relationship.

What happens if we're not the right fit?

That's exactly why I begin with a discovery conversation.

Not every executive–EA partnership will be the right match, regardless of experience or qualifications.

I value professionalism, mutual respect, trust, and open communication.

If our expectations or working styles don't align, I'd rather recognize that early than enter into an arrangement that doesn't serve either of us well.

I'm not looking to work with every executive. I'm looking to work with the right executives.

How do we get started?

Complete my Executive Support Inquiry to share a little about your organization, your responsibilities, and where you could use assistance.

I'll review your information and, if the opportunity appears to be a good fit and I have the availability, we can schedule a discovery conversation.

There's no obligation to move forward simply because we've had a conversation.

Let's Explore a Partnership

Your Vision. My Experience. One Powerful Partnership.

You don't have to manage everything yourself, and you don't have to hire a full-time employee to receive experienced executive-level support.

Whether you're looking for a trusted Executive Virtual Assistant, preparing to hire an in-office EA, or hoping to strengthen your existing administrative team, I'd welcome the opportunity to learn more about your organization.

Currently welcoming up to two new executive clients, subject to availability and mutual fit.

Katherine Lopez
Owner & Executive Virtual Assistant 

U.S.-Based | No Outsourcing | Personalized Executive Support