How Executive Assistants Can Use AI to Streamline Communication, Scheduling, and More

There’s a lot of noise out there about AI taking over jobs—but if you’re an executive assistant, here’s the truth: AI isn’t here to replace you. It’s here to help you move faster, work smarter, and finally reclaim some time for the strategic, high-impact work you’re actually great at.

I recently hosted a Lunch & Learn on AI-powered productivity for executive assistants, and the energy in the (virtual) room made it clear: we’re done with the hype. What we want are practical tools and real-life use cases that actually make our lives easier.

So let’s break down exactly how you can use tools like ChatGPT to support the work you’re already doing—especially in the areas where you’re stretched thin.

Use AI to Improve Communication—Not Just Speed It Up

Whether you’re managing a packed inbox, drafting sensitive follow-ups, or helping your exec communicate during a tough moment, the emotional tone and clarity of your writing matters.

Try this:

“Help me write a warm but firm follow-up email to a vendor who missed a deadline.”

You’ll get a solid draft in seconds. But the real magic comes when you ask the AI to adjust tone, add or remove details, or provide three alternatives. You’re still in the driver’s seat—but now you have a co-pilot.

Plan for Crisis Like a Pro—Without the Panic

Crisis communication isn’t a daily task for most EAs, but when something does hit the fan, you’re often the one organizing the response behind the scenes.

You can use AI to:

• Draft internal memos outlining next steps

• Provide talking points for leadership

• Analyze potential brand or reputational risk over 6–12 months

This gives you a head start on tough messaging—and a framework for making more balanced decisions quickly.

Delegate the Mental Load of Personal Logistics

Let’s be honest: even the most organized assistants forget birthdays once in a while. Or spend way too long hunting for a last-minute gift that doesn’t feel generic.

With AI, you can:

• Create a full-year calendar of gift ideas based on your executive’s key dates

• Get curated suggestions within any budget (yes, even in Canada)

• Build in lead times for shipping or local delivery

You can even ask ChatGPT to include brand-aligned vendors or sustainability filters, depending on what your exec values.

Build a Weekly Schedule That Actually Balances It All

Using ChatGPT to draft weekly or travel schedules isn’t just about saving time—it’s about seeing the big picture. You can plug in recurring meetings, travel blocks, family logistics, and even wellness activities to create a more realistic plan.

Try this:

“Create a weekly schedule that includes work commitments, a pottery class on Thursdays, and time for daily walking breaks. Avoid early mornings.”

You’ll get a suggested structure you can tweak, rather than starting from scratch every Monday morning.

Ready to Try It Yourself?

I’ve created a free, self-paced resource that walks you through five real-world executive assistant tasks you can start improving with ChatGPT today. Each challenge includes a done-for-you prompt, plus reflection questions to help you build your own AI library.

Grab the guide here!

Whether you're just starting to explore AI or already experimenting in your workflow, this guide will give you a framework for using these tools with more intention—and less overwhelm.

Because at the end of the day, you don’t need to become an AI expert.

You just need tools that work as hard as you do.