Smarter Week

AI and automation by role

How Executive assistants can use AI and automation

Below are 15 common tasks for Executive 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: EA, Senior Executive Assistant, Personal Assistant, PA, Executive Coordinator, Assistant to the CEO

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Task 1 · typically 60 min, every day

Manage my executive's calendar and juggle conflicts

Process fixBest fix

Agree calendar rules with your executive and write them down

Most calendar juggling comes from deciding the same things over and over. Written rules (focus blocks, meeting lengths, who gets priority) let you say yes or no without checking.

Typically saves about 30% of the time45 min to set up
  1. 1Sit down for 30 minutes and agree: protected focus time, meeting-free days, default lengths (25 or 50 minutes), buffers before travel.
  2. 2Make a priority list: who always gets a slot, who goes through you, what gets declined.
  3. 3Set those defaults in Outlook or Google Calendar (working hours, focus time, speedy meetings).
  4. 4Review the rules once a quarter.

Tools: Outlook or Google Calendar settings

One more way to fix it
Software feature

Let a scheduling assistant protect focus time and move flexible meetings

Reclaim.ai, Motion and the scheduling help in Outlook Copilot and Gemini for Calendar find slots, defend focus blocks and reshuffle flexible meetings when something urgent lands.

Typically saves about 35% of the time45 min to set up
  1. 1Check your company allows a calendar assistant (Reclaim.ai, Motion, Outlook Copilot scheduling, Gemini in Calendar).
  2. 2Connect your executive's calendar and set priorities and focus-time goals.
  3. 3Mark which recurring meetings are flexible.
  4. 4Use booking links with routing rules for external requests.

Tools: Reclaim.ai · Motion · Copilot in Outlook · Gemini in Google Calendar · Calendly routing

How to automate this task

Task 2 · typically 60 min, every day

Triage my executive's inbox and draft replies

AIBest fix

Use AI to sort your executive's inbox into a daily digest

Copilot in Outlook or Gemini in Gmail can summarize threads and draft replies, so you hand your executive one short digest of what needs them.

Typically saves about 35% of the time30 min to set up
  1. 1Agree three labels with your executive: Needs you, I will handle, FYI.
  2. 2Set up rules for the obvious ones (newsletters, notifications).
  3. 3Each morning, use Copilot "summarize" or paste key threads into an approved AI with the prompt below.
  4. 4Send the digest at a set time and draft replies for the "I will handle" pile.
Prompt to copy
Below are emails from my executive's inbox. Sort each into: NEEDS DECISION (what decision, by when), I CAN HANDLE (suggested reply in one line), or FYI. Then write a short morning digest listing the NEEDS DECISION items first, most urgent at the top, one line each. Do not invent deadlines.

Emails:
[PASTE]

Tools: Copilot in Outlook · Gemini in Gmail · ChatGPT, Claude, Gemini or Microsoft 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 3 · 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 4 · typically 30 min, a few times a week

Prepare briefing notes before my executive's meetings

AIBest fix

Have AI draft the meeting brief from past emails and public info

Microsoft Copilot or Gemini can pull past emails and files about the attendees; a research mode can add public company news. You review and trim.

Typically saves about 50% of the time5 min to set up
  1. 1In Copilot or Gemini in Google Workspace, ask for a summary of recent emails and files with the attendees.
  2. 2Add public background with a research mode or the prompt below.
  3. 3Check names, titles and anything sensitive.
  4. 4Save the brief in the calendar invite.
Prompt to copy
Prepare a one-page brief for [EXECUTIVE] meeting [PERSON, TITLE] from [COMPANY] on [DATE] about [PURPOSE]. Include: who they are (2 lines), company snapshot and recent news with links, our history with them (from what I paste below), three likely topics, and two questions to ask. Mark anything you are not sure is current with [CHECK].

Our history:
[PASTE EMAILS OR NOTES]

Tools: Microsoft Copilot · Gemini in Google Workspace · ChatGPT, Claude or Perplexity research mode

How to automate this task

Task 5 · typically 20 min, every day

Keep track of follow-ups and deadlines for my executive

Process fixBest fix

Keep one shared follow-up list with your executive

One list you both see, fed by meeting action items, replaces memory and scattered notes, and a short weekly check keeps it honest.

Typically saves about 30% of the time20 min to set up
  1. 1Create a shared list (Microsoft To Do or Planner, Asana, Notion or Todoist).
  2. 2Add every action item from meetings, using the AI notetaker recap.
  3. 3Flag follow-ups with a date and who is waiting.
  4. 4Review it together for 15 minutes each week.

Tools: Microsoft To Do or Planner · Asana · Notion · Todoist

One more way to fix it
AI

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 6 · 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 7 · 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 8 · 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 9 · typically 180 min, once a month

Plan offsites, team events and board meetings

Process fixBest fix

Plan every event from a reusable checklist and timeline

Most event work repeats. A template with the timeline, vendors and run-of-show from last time means you start 80% done.

Typically saves about 30% of the time1 h to set up
  1. 1After your next event, save the checklist, timeline (8 weeks out, 4 weeks, 1 week, day of) and vendor contacts as a template.
  2. 2Keep it in Asana, Planner, Monday or a shared doc.
  3. 3Copy it for each new event and adjust dates.
  4. 4Add one "what went wrong" note after each event.

Tools: Asana, Planner or Monday templates · Shared doc

One more way to fix it
AI

Have AI draft the event plan, agenda and budget

AI can produce a first-pass agenda, timeline, budget lines and venue criteria, so you spend time on calls and decisions.

Typically saves about 35% of the time5 min to set up
  1. 1Write the basics: purpose, headcount, dates, location, budget.
  2. 2Use the prompt below.
  3. 3Check venue suggestions directly; AI may be out of date on prices and availability.
Prompt to copy
Help me plan a [EVENT TYPE] for [HEADCOUNT] people in [LOCATION] on [DATES], budget [AMOUNT]. Goal: [PURPOSE]. Give me: a draft agenda, a planning timeline working back from the date, a budget split by category, a checklist of things people forget (accessibility, dietary needs, AV, insurance), and questions to ask venues. Do not recommend specific venues or prices as fact; mark any as [CHECK].

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot

How to automate this task

Task 10 · 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 11 · typically 90 min, once a month

Write formal minutes for board or leadership meetings

AIBest fix

Have AI turn the transcript into formal minutes in your format

AI drafts minutes from the transcript or notes in your board's format, including motions and votes. The company secretary or counsel reviews, because minutes are a legal record.

Typically saves about 50% of the time10 min to set up
  1. 1Check whether recording is allowed; for boards, many companies only use typed notes.
  2. 2Paste the notes or transcript, plus a past set of approved minutes as the format.
  3. 3Use the prompt below.
  4. 4Have the secretary or counsel review before circulation; keep sensitive discussion summarized, not verbatim.
Prompt to copy
Draft formal minutes of the [BOARD / COMMITTEE] meeting held on [DATE] using the notes below. Follow the format of the example minutes. Include attendees, quorum, each agenda item with a short summary of discussion, exact wording of any motions, who moved and seconded, and the vote result. Summarize discussion neutrally; do not quote individuals. Mark anything unclear with [CHECK].

Example minutes:
[PASTE]

Notes:
[PASTE]

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot · Diligent or BoardEffect minutes tools

One more way to fix it
AI

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 12 · 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 13 · typically 60 min, once a week

Write documents, proposals or long emails from scratch

AIBest fix

Start from an AI first draft, never a blank page

Give the AI your notes, the audience and an example you liked; you spend your time editing, which is faster and better.

Typically saves about 45% of the time5 min to set up
  1. 1Gather your notes, bullet points and a past document you liked.
  2. 2Tell the AI who it is for and what it must achieve.
  3. 3Ask for an outline first, adjust it, then ask for the full draft.
  4. 4Edit for facts and your voice.
Prompt to copy
You are helping me write a [TYPE OF DOCUMENT] for [AUDIENCE]. The goal is [WHAT IT MUST ACHIEVE]. Here are my notes: [PASTE]. Here is an example I like the style of: [PASTE]. First give me an outline. After I approve it, write the full draft. Don't invent facts; mark anything you are unsure of with [CHECK].

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot

How to automate this task

Task 14 · 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 15 · typically 30 min, a few times a week

Research a topic, company or question online

AIBest fix

Use AI research mode and check the sources

Deep Research modes in ChatGPT, Claude, Gemini and Perplexity read dozens of pages and give you a cited summary.

Typically saves about 55% of the time5 min to set up
  1. 1Write the exact question and what you will use the answer for.
  2. 2Run it in a research mode (ChatGPT Deep Research, Claude Research, Gemini Deep Research or Perplexity).
  3. 3Open the two or three key sources it cites and confirm them.
  4. 4Save the summary where your team can find it.
Prompt to copy
Research [QUESTION]. I need this to [DECISION OR USE]. Give me a one-paragraph answer first, then the key facts as bullets with a source link for each, then what is uncertain or disputed.

Tools: ChatGPT Deep Research · Claude Research · Gemini Deep Research · Perplexity

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.
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 used an AI "deep research" mode that reads dozens of sources for you?
Research modes in ChatGPT, Claude, Gemini and Perplexity spend a few minutes reading the web and return a summary with links to every source.
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.
Do you start long documents from an AI first draft built on your own notes?
Give the AI your notes, the audience and an example you like. Editing a draft is much faster than writing from a blank page.
Have you had AI pull together a meeting brief from past emails and public news?
Microsoft Copilot or Gemini can summarize your past emails with the attendees, and a research mode adds public background. You check it and trim.
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.
Have you used AI to sort an inbox into "needs a decision", "I can handle" and "FYI"?
Copilot in Outlook or Gemini in Gmail can summarize threads and draft replies, so you can hand your executive one short digest each morning.

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