Smarter Week

AI and automation by role

How Administrative assistants can use AI and automation

Below are 15 common tasks for Administrative assistants, most common first. For each one you get the best fix (AI, automation, a feature in software you already have, or a simpler process), the steps to set it up and, for AI fixes, a prompt to copy.

Also called: Admin Assistant, Administrative Coordinator, Team Assistant, Secretary, Office Assistant, Administrative Specialist

Find your own hour leaks, free See the fixes

Task 1 · typically 45 min, every day

Sort through and reply to email

AIBest fix

Have AI draft replies to routine email

Paste the thread and a one-line instruction; edit the draft instead of writing from a blank page. Most routine replies take a minute instead of five.

Typically saves about 35% of the time5 min to set up
  1. 1Open the AI assistant your company allows (or the one built into Outlook or Gmail).
  2. 2Paste the email thread, or use the built-in "draft reply" button.
  3. 3Tell it the point you want to make in one line.
  4. 4Read the draft, fix anything wrong, and send.
Prompt to copy
Draft a reply to the email below. My point: [WHAT YOU WANT TO SAY IN ONE LINE]. Keep it under 120 words, friendly and direct, and match the tone of the sender. Do not invent facts or commitments.

Email:
[PASTE THE EMAIL]

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot · Gmail "Help me write" or Outlook Copilot

One more way to fix it
Process fix

Batch email twice a day and let rules file the noise

Rules move newsletters, notifications and CCs out of your inbox, and checking at set times stops email from cutting your day into pieces.

Typically saves about 25% of the time20 min to set up
  1. 1Create rules that move notifications, newsletters and emails where you are only CC'd into folders.
  2. 2Turn off desktop and phone notifications for email.
  3. 3Pick two or three set times a day to process the inbox to zero.
  4. 4Tell your team that anything urgent should come by phone or chat.

Tools: Outlook or Gmail rules

How to automate this task

Task 2 · typically 10 min, every day

Find times and schedule meetings

Software featureBest fix

Send a booking link instead of trading emails

Outlook Bookings, Google Calendar appointment schedules or Calendly let people pick a time that already works.

Typically saves about 80% of the time15 min to set up
  1. 1Turn on the booking page built into your calendar (Outlook Bookings or Google appointment schedules), or use Calendly.
  2. 2Set your working hours and buffers.
  3. 3Paste the link in your signature and in replies that ask "when works?".

Tools: Microsoft Bookings · Google Calendar appointment schedules · Calendly

How to automate this task

Task 3 · typically 45 min, a few times a week

Format documents, slides and spreadsheets for others

Process fixBest fix

Build a template library so people start formatted

Branded Word, PowerPoint and Google templates with built-in styles stop the endless fixing of fonts, logos and layouts.

Typically saves about 35% of the time3 h to set up
  1. 1List the five documents you format most (letters, decks, reports, proposals).
  2. 2Build one template each with proper styles and layouts.
  3. 3Publish them as organization templates in Microsoft 365 or Google Workspace.
  4. 4Reply to formatting requests with "start from the template".

Tools: Microsoft 365 organization templates · Google Workspace templates · Canva brand kit

One more way to fix it
AI

Let AI do the formatting clean-up

Copilot in Word and PowerPoint and Gemini in Docs and Slides can apply styles, tidy tables, turn text into slides and fix inconsistent formatting.

Typically saves about 40% of the time5 min to set up
  1. 1Open the document in Word, PowerPoint, Docs or Slides with Copilot or Gemini turned on.
  2. 2Ask for the specific fix, e.g. "apply Heading 1 to section titles and make all tables match".
  3. 3For decks, ask it to turn a document into slides using your template.
  4. 4Check the result before sending.
Prompt to copy
Reformat this document: apply consistent heading levels, make all bullet lists the same style, format tables with a header row and the same column widths, fix spacing between paragraphs, and flag any inconsistent dates or names with [CHECK]. Do not change the wording.

Tools: Copilot in Word and PowerPoint · Gemini in Google Docs and Slides

How to automate this task

Task 4 · typically 30 min, a few times a week

Type up paper forms, sign-in sheets and handwritten notes

Software featureBest fix

Replace paper forms with online forms that fill a spreadsheet

Microsoft Forms, Google Forms, Jotform and Typeform put answers straight into a sheet, so there is nothing to type up.

Typically saves about 65% of the time45 min to set up
  1. 1List the paper forms and sign-in sheets you type up.
  2. 2Rebuild each as an online form; print a QR code for people on-site.
  3. 3Send the responses to a spreadsheet or straight into the system you use.
  4. 4For any paper that still arrives, photograph it and use AI to extract it into a table.

Tools: Microsoft Forms · Google Forms · Jotform · Typeform

One more way to fix it
AI

Have AI pull the details out into a table you can paste

Paste emails, PDFs or forms and get back clean rows in the exact columns your system needs.

Typically saves about 60% of the time5 min to set up
  1. 1Collect the source text (emails, PDFs, screenshots).
  2. 2Give the AI the column names you need.
  3. 3Paste the table into your spreadsheet or import file.
  4. 4Spot-check a few rows against the source.
Prompt to copy
Extract the following fields from the text below into a table with exactly these columns: [COLUMN 1], [COLUMN 2], [COLUMN 3]. One row per [ITEM]. Leave a cell blank if the value is not stated. Do not guess.

[PASTE TEXT OR ATTACH FILES]

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot

How to automate this task

Task 5 · typically 30 min, every day

Copy the same information between systems or spreadsheets

AutomationBest fix

Connect the two systems so data moves itself

A Zapier, Make, n8n or Power Automate flow copies new records from one system to the other the moment they appear.

Typically saves about 80% of the time2 h to set up
  1. 1Write down the trigger ("new row in", "new form submission", "deal marked won") and where it should go.
  2. 2Check if the two tools already have a built-in integration; turn it on if so.
  3. 3If not, build a two-step flow in Zapier, Make, n8n or Power Automate.
  4. 4Run it next to your manual process for a week, then stop copying by hand.

Tools: Zapier · Make · n8n · Microsoft Power Automate

One more way to fix it
AI

Have AI pull the details out into a table you can paste

Paste emails, PDFs or forms and get back clean rows in the exact columns your system needs.

Typically saves about 60% of the time5 min to set up
  1. 1Collect the source text (emails, PDFs, screenshots).
  2. 2Give the AI the column names you need.
  3. 3Paste the table into your spreadsheet or import file.
  4. 4Spot-check a few rows against the source.
Prompt to copy
Extract the following fields from the text below into a table with exactly these columns: [COLUMN 1], [COLUMN 2], [COLUMN 3]. One row per [ITEM]. Leave a cell blank if the value is not stated. Do not guess.

[PASTE TEXT OR ATTACH FILES]

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot

How to automate this task

Task 6 · typically 20 min, a few times a week

Take notes and send recaps after meetings

AIBest fix

Let an AI notetaker write the notes and the recap

A notetaker records the meeting, writes the summary and action items, and you send the recap in one click.

Typically saves about 75% of the time15 min to set up
  1. 1Check which notetaker your company allows: Copilot in Teams, Zoom AI Companion, Google Meet "Take notes for me", Otter, Fireflies or Granola.
  2. 2Turn it on for your recurring meetings and tell attendees it is on.
  3. 3After the meeting, review the action items and fix names or owners.
  4. 4Send the recap straight from the tool, or paste it into email or chat.

Tools: Copilot in Microsoft Teams · Zoom AI Companion · Google Meet "Take notes for me" · Otter, Fireflies or Granola

How to automate this task

Task 7 · typically 45 min, a few times a week

Book travel and put together itineraries

Software featureBest fix

Book through a travel platform with saved profiles and policy

Navan, Perk (formerly TravelPerk), Egencia and SAP Concur Travel keep traveler preferences, loyalty numbers and policy in one place and put flights, hotels and changes in one itinerary.

Typically saves about 40% of the time45 min to set up
  1. 1Ask finance which travel tool the company uses, or propose one.
  2. 2Fill in your executive's traveler profile once (seat, loyalty numbers, ID details).
  3. 3Book trips there so changes and receipts land in one itinerary and the expense tool.
  4. 4Use TripIt or the platform app so your executive sees updates live.

Tools: Navan · Perk (formerly TravelPerk) · Egencia · SAP Concur Travel · TripIt

One more way to fix it
AI

Have AI build the itinerary from the confirmation emails

Paste the booking confirmations and meeting details; AI lays out a clean day-by-day itinerary with times, addresses and confirmation numbers.

Typically saves about 50% of the time5 min to set up
  1. 1Collect the flight, hotel, car and meeting confirmations.
  2. 2Paste them into AI with the prompt below.
  3. 3Check times, time zones and confirmation numbers against the originals.
  4. 4Send it as a PDF or into the calendar.
Prompt to copy
Build a day-by-day travel itinerary for [NAME] from the confirmations below. For each item show local time (and time zone), what it is, address, confirmation number and contact. Add travel time between items where you can estimate it and mark it [ESTIMATE]. Put a short "key info" box at the top (hotel, emergency contact, ground transport). Use only the details given.

Confirmations:
[PASTE]

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot

How to automate this task

Task 8 · typically 30 min, once a month

Do expense reports and receipts

Software featureBest fix

Snap receipts into an expense app as you go

Expensify, Ramp, Brex, Navan, SAP Concur and most corporate cards read the receipt photo and fill in the report for you.

Typically saves about 70% of the time15 min to set up
  1. 1Ask finance which expense app or card app the company uses.
  2. 2Install it and turn on receipt capture.
  3. 3Photograph each receipt when you get it, or forward email receipts to the app's address.
  4. 4Submit the auto-built report at month end.

Tools: Expensify · Ramp · Brex · Navan · SAP Concur

How to automate this task

Task 9 · typically 30 min, once a week

Process office invoices, receipts and purchase requests

Software featureBest fix

Use a company card with receipt capture and budgets for office spend

A spend card with built-in receipt matching and a monthly office budget cuts paperwork and pre-approval for small purchases.

Typically saves about 50% of the time30 min to set up
  1. 1Ask finance for a card on Ramp, Brex, BILL Spend & Expense or your bank's card program.
  2. 2Agree a monthly office budget and what you can buy without approval.
  3. 3Snap receipts in the app or forward them by email.
  4. 4Send vendor invoices to finance's AP inbox instead of handling them yourself.

Tools: Ramp · Brex · BILL Spend & Expense · Expensify

One more way to fix it
Automation

Move approvals into a tracked workflow with reminders

Approvals in Teams/Power Automate, Slack Workflows, or your e-signature tool remind people for you and show what is stuck.

Typically saves about 60% of the time1 h to set up
  1. 1List the approvals you chase most.
  2. 2Set up an approval flow (Power Automate Approvals, Slack Workflow Builder, DocuSign or your HR/finance system).
  3. 3Add automatic reminders after 24 hours.
  4. 4Agree a default: no answer in 48 hours means it goes ahead (where safe).

Tools: Power Automate Approvals · Slack Workflow Builder · DocuSign or Adobe Acrobat Sign

How to automate this task

Task 10 · typically 20 min, every day

Hunt for files, numbers or answers someone already has

Software featureBest fix

Ask your workspace AI instead of searching folders

Microsoft Copilot (formerly Microsoft Copilot), Gemini in Google Workspace, Glean, Notion AI and Slack AI can answer questions from your company's own files, chats and email.

Typically saves about 50% of the time10 min to set up
  1. 1Check whether your company already pays for Copilot, Gemini in Google Workspace, Glean, Notion AI or Slack AI.
  2. 2Ask it the question in plain words, e.g. "What did we quote Acme for the Q3 renewal?"
  3. 3Open the source it cites to confirm.
  4. 4If you have none of these, ask IT. It is often cheaper than the hours lost.

Tools: Microsoft Copilot · Gemini in Google Workspace · Glean · Notion AI · Slack AI

One more way to fix it
Process fix

Agree one home for each kind of file

Most searching comes from the same thing living in three places. Pick one place per type and link to it.

Typically saves about 35% of the time1 h to set up
  1. 1List the five things people search for most.
  2. 2Pick one home for each (one folder, one wiki page, one system).
  3. 3Pin the links in your team channel.
  4. 4Move or delete the copies.

Tools: SharePoint, Google Drive, Notion or Confluence

How to automate this task

Task 11 · typically 60 min, once a week

Build or update spreadsheet reports by hand

AIBest fix

Let AI build the formulas, pivots and summary

Copilot in Excel, Gemini in Sheets, or uploading the file to ChatGPT or Claude can build the pivot, the chart and the commentary in minutes.

Typically saves about 50% of the time10 min to set up
  1. 1Export or open the data.
  2. 2Ask Copilot in Excel or Gemini in Sheets, or upload the file to an approved AI assistant.
  3. 3Describe the report you want, including the breakdowns.
  4. 4Check the totals against the source before you share.
Prompt to copy
Here is [DESCRIBE THE DATA]. Build a summary that shows [THE NUMBERS YOUR MANAGER WANTS] by [BREAKDOWN], compared with [LAST PERIOD]. Give me the Excel formulas or pivot setup to reproduce it, and three sentences on what changed and why it matters.

Tools: Copilot in Excel · Gemini in Google Sheets · ChatGPT or Claude with file upload

One more way to fix it
Automation

Build the report once so it refreshes itself

Connect the spreadsheet or dashboard straight to the source so next week's report is already done.

Typically saves about 80% of the time4 h to set up
  1. 1List where each number comes from.
  2. 2Use Power Query (Excel), a connected sheet, or a Google Data Studio or Power BI dashboard pulling from the source.
  3. 3Schedule the refresh and send the link instead of an attachment.

Tools: Excel Power Query · Power BI · Google Data Studio (formerly Looker Studio) · Google Sheets connectors

How to automate this task

Task 12 · typically 30 min, once a week

Order office supplies and keep things stocked

Software featureBest fix

Set recurring orders and a simple request form for supplies

Recurring deliveries for the basics and a single request form for everything else replace walk-around stock checks and ad-hoc orders.

Typically saves about 60% of the time45 min to set up
  1. 1List what you order every month and roughly how much.
  2. 2Set up recurring orders (Amazon Business, Staples Business, your local supplier).
  3. 3Create a request form for anything else and review it once a week.
  4. 4Adjust quantities quarterly.

Tools: Amazon Business · Staples Business Advantage · Microsoft Forms or Google Forms

How to automate this task

Task 13 · typically 20 min, a few times a week

Order lunches and catering for meetings

Software featureBest fix

Order catering through a platform with saved orders and dietary needs

ezCater, Forkable, ZeroCater and Sharebite save repeat orders, dietary preferences and billing so ordering lunch takes a minute.

Typically saves about 50% of the time30 min to set up
  1. 1Pick one platform and set up a company account with central billing.
  2. 2Save your common orders (team lunch for 10, board lunch).
  3. 3Collect dietary needs once in a form and keep them on file.
  4. 4For regular team meals, let people pick their own meal through the platform.

Tools: ezCater · Forkable · ZeroCater · Sharebite

How to automate this task

Task 14 · typically 15 min, a few times a week

Chase people for approvals or sign-offs

AutomationBest fix

Move approvals into a tracked workflow with reminders

Approvals in Teams/Power Automate, Slack Workflows, or your e-signature tool remind people for you and show what is stuck.

Typically saves about 60% of the time1 h to set up
  1. 1List the approvals you chase most.
  2. 2Set up an approval flow (Power Automate Approvals, Slack Workflow Builder, DocuSign or your HR/finance system).
  3. 3Add automatic reminders after 24 hours.
  4. 4Agree a default: no answer in 48 hours means it goes ahead (where safe).

Tools: Power Automate Approvals · Slack Workflow Builder · DocuSign or Adobe Acrobat Sign

How to automate this task

Task 15 · typically 15 min, every day

Answer the same questions from coworkers again and again

AIBest fix

Write the answers down once and point people (or a bot) at them

Collect the questions you keep answering into one page; a workspace AI or a ChatGPT Project, Claude Project or Gem can answer from it.

Typically saves about 50% of the time1 h to set up
  1. 1For one week, paste every repeat question into a doc.
  2. 2Write the answer under each (or have AI draft it from your replies).
  3. 3Share the page, pin it in chat, and add it to a Claude Project, ChatGPT Project, Gemini Gem or Copilot agent.
  4. 4Reply to repeat questions with the link.
Prompt to copy
Below are questions coworkers keep asking me and my past answers. Turn them into a clear FAQ page grouped by topic. Keep each answer under 80 words and keep any links I gave.

[PASTE QUESTIONS AND ANSWERS]

Tools: Claude Projects · ChatGPT Projects · Gemini Gems · Copilot agents · Notion or Confluence

One more way to fix it
Software feature

Ask your workspace AI instead of searching folders

Microsoft Copilot (formerly Microsoft Copilot), Gemini in Google Workspace, Glean, Notion AI and Slack AI can answer questions from your company's own files, chats and email.

Typically saves about 50% of the time10 min to set up
  1. 1Check whether your company already pays for Copilot, Gemini in Google Workspace, Glean, Notion AI or Slack AI.
  2. 2Ask it the question in plain words, e.g. "What did we quote Acme for the Q3 renewal?"
  3. 3Open the source it cites to confirm.
  4. 4If you have none of these, ask IT. It is often cheaper than the hours lost.

Tools: Microsoft Copilot · Gemini in Google Workspace · Glean · Notion AI · Slack AI

How to automate this task

Quick wins

Have you tried…

Have you let an AI notetaker write your meeting notes and action items?
Tools like Copilot in Teams, Zoom AI Companion or Otter join the call, write the summary and list who owes what. You just check it and send.
Have you had AI draft a reply to a tricky or routine email?
You paste the email and say the point you want to make; the AI writes a draft you edit. Outlook and Gmail now have this built in.
Do you send a booking link instead of emailing back and forth about times?
A booking link shows your free times so the other person picks one. Outlook and Google Calendar both have this built in.
Have you connected two apps so information copies itself between them?
Tools like Zapier, Make or Power Automate watch for something new in one app and create it in the other, so nobody retypes it.
Have you asked AI to build a spreadsheet formula, pivot or chart for you?
You describe the result you want in plain words, and Copilot in Excel or Gemini in Sheets builds it. ChatGPT or Claude can also analyze an uploaded file.
Have you asked an AI that can see your company files a question, instead of digging through folders?
Microsoft Copilot (formerly Microsoft Copilot), Gemini in Google Workspace, Glean and similar tools search your email, chats and files and answer with links to the source.
Have you set up a ChatGPT Project, Claude Project or Gem loaded with your team's documents?
You upload your guides and FAQs once, and the assistant answers questions using them, so you stop answering the same thing twice.
Have you pasted booking confirmations into AI to build the itinerary?
AI can turn a pile of flight, hotel and meeting confirmations into a neat day-by-day itinerary. You double-check times and confirmation numbers.

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