Best Practices for Using AI as an Executive Assistant

Introduction

AI isn’t new. Some of the earliest algorithms were developed decades ago to help humans compute and build software. What is new is the breadth and depth of its applications in our daily lives.

Today, AI is everywhere—across platforms, companies, and software. Yet, the media narrative claiming it will replace jobs like mine, an Executive Assistant, misses the mark. AI isn’t the productivity magic bullet Big Tech and Wall Street might have us believe. While its capabilities are impressive, much of its functionality still requires human input, refinement, and oversight.

In this post, I’ll share my experience using AI as an Executive Assistant, highlight its strengths and limitations, and provide actionable best practices for maximizing its value in your workflow.

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Why AI Won’t Replace Executive Assistants (Yet)

As an EA, my role involves handling complex, dynamic tasks that require adaptability, judgment, and interpersonal finesse. While AI tools have transformed some aspects of my work, they aren’t a replacement for the human touch.

Here’s why:

• Prompt Dependency: Generative AI tools require precise inputs or “prompts” to deliver useful results. They excel when given clear instructions but falter in ambiguous situations.

• Oversight Required: Even the best tools need human supervision to ensure accuracy, tone, and context.

• Lack of Adaptability: Humans can improvise when faced with unexpected challenges. AI relies on predefined rules and lacks the capacity to intuitively “think on its feet.”

While AI is a powerful assistant for routine and creative tasks, its limitations mean it’s not a standalone solution for the nuanced demands of executive support.

Why You Should Start Using AI Now

The pace of AI development is staggering. If you’re reading this in 2025, the tools and workflows I use today may already look outdated. Waiting to adopt AI only makes the learning curve steeper as changes and updates accelerate.

Starting now ensures you’ll:

• Gain familiarity with existing tools.

• Adapt quickly to new updates and features.

• Stay ahead of the curve in your role.

Top 3 Ways I Use AI as an Executive Assistant

1. Drafting Emails, Meeting Descriptions, and Written Correspondence

AI tools like ChatGPT and Grammarly are lifesavers when it comes to writing clear, concise communications. Whether it’s drafting a follow-up email or summarizing a meeting agenda, AI helps streamline the process while maintaining professionalism.

Best Practice:

• Start with a strong prompt, specifying the tone and key points to include.

• Always review and refine outputs to ensure they align with your executive’s style and needs.

2. Learning and Outlining Documents

From creating spreadsheets to slide decks, AI can help outline and guide the development of materials. Need a starting point for a presentation? AI can help you structure your thoughts and suggest layouts.

Best Practice:

• Use tools like Notion AI or Microsoft Copilot to build templates for documents.

• Let AI handle initial drafts but add your expertise to ensure the final product is polished.

3. Strategizing and Planning

AI acts as a virtual assistant for brainstorming and long-term planning. Whether I’m organizing tasks for an upcoming event or strategizing quarterly goals, AI helps me think ahead and structure ideas efficiently.

Best Practice:

• Use AI to generate outlines or explore different approaches to planning.

• Combine AI suggestions with your insights to create actionable, realistic strategies.

The Bigger Picture: AI’s Role in Everyday Operations

AI tools are being designed for non-technical users like me, not software engineers or coders. This accessibility is crucial for companies to achieve widespread adoption and ROI on their AI investments.

For EAs, embracing AI isn’t about replacing your skills but amplifying them. By leveraging AI thoughtfully, you can work more efficiently, focus on higher-value tasks, and stay competitive in a rapidly evolving workforce.

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What’s your experience with AI? Are there tools you love—or challenges you’ve faced using them? Share your thoughts in the comments or subscribe to my blog for more insights on navigating AI and executive support roles.