Secretarial service, staffed around the clock
Virtual secretary service: your secretariat at a fixed price.
You outsource your phone the same way you would to a traditional secretarial service. Except nobody sits on hold, and there's no per-minute bill.
A secretarial service handles your business's call answering as an outsourced task: taking calls, providing information, logging requests, and booking appointments. Traditional providers staff this with rotating employees during fixed service hours. A virtual secretary service does the same job around the clock, takes any number of calls at once, and costs a fixed monthly fee instead of a base fee plus per-minute rate.
TÜV SÜD & IHK qualified · from Hesse, for German SMEs
What the secretarial service handles for you.
Behind the service is Steffi, our AI phone assistant: technically a full AI phone assistant, set up and run by us. She handles five things on every call.
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Call answering in your business's name
Every call gets picked up, none ring out.
Instead of a dial tone or voicemail, the service answers with your business name and holds a natural conversation. To the caller, it sounds like your secretary is sitting right there.
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Answers to the standard questions
Hours, process, directions: answered on the spot.
The questions that come up every week get handled right there on the phone. Only what actually needs your call lands on your desk.
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Call notes instead of sticky-note chaos
Every call turns into a clean note.
Who called, what it's about, how urgent it is, which number to call back: you get a sorted list instead of Post-its on your monitor.
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Appointment booking straight into your calendar
Requested appointments land in the calendar, not on a notepad.
On request, the service books open slots directly, following your rules. No more back-and-forth callbacks.
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Transfers, when it's urgent
An emergency doesn't wait for the next business hour.
Routine requests get logged; urgent ones are transferred to you or your team right away. You decide in advance what counts as urgent.
Traditional secretarial service or AI virtual secretary service?
Providers like ebuero, bueroservice24 or phonea staff your phone with people in a service center. That's worked for years, but it has fixed limits: service hours, hold queues during call peaks, per-minute billing. An AI virtual secretary service flips exactly those three points. What it can't do instead is stated honestly in the last row.
| Criterion | Traditional secretarial service | AI virtual secretary service |
|---|---|---|
| Availability | Within the booked service hours | Around the clock, including nights and weekends |
| Call peaks | Limited by staff count, hold queues possible | Any number of calls at once |
| Who answers | Rotating staff who know your business from a briefing | Always the same voice, configured for your workflows |
| Pricing model | Base fee plus per-minute or per-call rates | Fixed monthly fee, predictable |
| Updating on changes | New briefing to the provider, rollout takes time | We build the change in, you sign off |
| Mail, typing, back office | Available depending on the provider | No, the service works on the phone only |
What a secretarial service costs.
Traditional secretarial services usually bill a base fee plus per-minute or per-call rates; ebuero, the best-known provider, publicly lists packages from €59.90 to €179.90 per month, with call costs on top (provider data, as of July 2026). An AI virtual secretary service costs €29 to €99 per month for an entry-level plan in Germany, €139 to €499 for businesses with more call volume, and €999 to €2,499 for fully managed packages; additional minutes run roughly €0.08 to €0.30 depending on the provider (verified provider prices, as of July 2026).
| Price tier | Price per month | What's typically included |
|---|---|---|
| Entry-level plans | €29–99 per month | Basic features, usually 50 to 1,000 included minutes |
| Business plans | €139–499 per month | More minutes, more users, calendar and CRM integration |
| Fully managed packages | €999–2,499 per month | Setup, ongoing management and optimization included |
titanspear.ai works with a predictable fixed price per month instead of per-minute billing. The amount depends on call volume, scope of tasks, and calendar or CRM integration; you'll get the exact price in your free intro call.
Call answering as a service.
Anyone looking for a call answering service almost always means the same problem: the phone rings and nobody can pick up. Call answering is therefore the heart of any secretarial service. Here's how it works with us: the call gets answered on the first ring, the caller hears your business name, and the request gets captured during the conversation. Then the rule you've set decides what happens: a note to you, an appointment in the calendar, or an immediate transfer. There are no service hours, no hold queue, and no difference between Tuesday at 10 am and Saturday at 10 pm.
Depending on how you think about it, a different page might fit better: if you see the AI as your own secretary in the office, the role-based view is on the AI phone secretary page. If it's about reception, with greetings and visitor logic, take a look at the AI virtual receptionist. And the technology behind it all is explained on the AI phone assistant page. If you run a law firm, read the article on AI legal secretaries, which covers client calls and deadline management.
Three steps to a staffed secretariat.
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You book the service
One intro call is enough: what calls come in, what should be logged, booked or transferred? That sets the scope of your secretariat.
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We set up your secretariat
Greeting with your business name, standard answers, appointment rules, transfer logic. You listen in and sign off before the service talks to any caller.
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The service runs, we stay on it
From then on, your phone is staffed, day and night. New hours or a changed process? Just tell us, we'll build it in. That's the difference between a service and software.
Frequently asked questions about the secretarial service.
What is a secretarial service?
A secretarial service is an external provider that handles secretarial tasks for a business, mainly answering the phone: taking calls, giving information, logging requests and booking appointments. Traditional providers staff this with people in an office service center. An AI virtual secretary service does the same job with a configured AI that's available around the clock and can take any number of calls at once.
What does a secretarial service cost?
Traditional secretarial services usually bill a base fee plus a per-minute or per-call rate; ebuero, the best-known provider, publicly lists packages from €59.90 to €179.90 per month, with call costs on top (provider data, as of July 2026). An AI virtual secretary service costs €29 to €99 per month for an entry-level plan in Germany, €139 to €499 for businesses with more call volume, and €999 to €2,499 for fully managed packages (verified provider prices, as of July 2026).
What's the difference between a secretarial service and a phone secretary?
A phone secretary describes the role: someone who handles your phone, whether they're an employee or an AI. A secretarial service describes the model: you outsource that task to a provider instead of hiring someone yourself. At titanspear.ai, you get both in one: we set up the AI secretary, run it, and keep updating it as things change.
Does an AI virtual secretary service handle all your call answering?
Yes. Call answering is the core of the service: every call gets picked up, the caller hears your business name, and the request gets captured in a structured way, then logged, scheduled, or transferred to you right away, depending on the rule you set. Unlike the fixed service hours of traditional providers, this runs around the clock, including weekends.
What can't an AI virtual secretary service do?
Anything that happens away from the phone: opening mail, typing up documents, greeting visitors or running errands. For that, you still need a person or a traditional office service. On the phone, though, the AI has the edge: it's always available, never puts anyone on hold, and never forgets a note.
Who benefits most from an AI secretarial service?
Businesses where the phone rings while everyone's already working: trades businesses, service providers, consulting firms, small companies without their own office staff. A part-time hire just for the phone rarely pays off there, but missed calls still cost you jobs. An AI virtual secretary service closes exactly that gap for a fixed monthly fee.
Is an AI virtual secretary service GDPR-compliant?
Yes, when set up correctly: the provider acts as a data processor, callers are informed transparently, and all data is processed under GDPR. That's exactly how we set up your secretarial service. You'll find the details in our privacy policy.
More answers on setup, dialects and data storage are in the full FAQ →
Last updated: July 30, 2026
Talk to us about your secretariat.
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