How an executive secretary / executive administrative assistant can use AI, task by task

I work as an executive secretary / executive administrative assistant. Part of my job is to prepare invoices, reports, memos, letters, financial statements, and other documents, using word processing, spreadsheet, database, or presentation software.

Context: We use Microsoft Word and Microsoft Excel; the work draws on administrative, computers and electronics and administration and management.
Report topic: [describe]
Findings: [paste notes, data]
Audience: [describe]

Draft a report outline and plain-language summary. Use plain language, one everyday analogy, and the questions people are most likely to ask with short answers.

I work as an executive secretary / executive administrative assistant. Part of my job is to manage and maintain executives' schedules.

Context: We use Microsoft Project and Oracle Primavera Enterprise Project Portfolio Management; the work draws on administrative, computers and electronics and administration and management.
Operations: [production, web work, processes]
Constraints: [sequences, capacity]

Draft a schedule with dependencies. Lay it out as a table with steps, owner, timing and what could go wrong, then list the decisions I still need to make.

I work as an executive secretary / executive administrative assistant. Part of my job is to prepare responses to correspondence containing routine inquiries.

Context: We use Microsoft SharePoint and Adobe Acrobat.
Request: [paste the incoming letter, no personal data]
Response: [what we can do]

Draft a clear reply. Use plain language and headings where they help, and mark anything you had to guess with [CHECK].

I work as an executive secretary / executive administrative assistant. Part of my job is to file and retrieve corporate documents, records, and reports.

Context: We use SAP Concur and Intuit QuickBooks.
Documents: [transcripts, exhibits, records]
Rules: [court, office]

Make a filing checklist and naming scheme. Point out anything missing or inconsistent and suggest a template I can reuse.

I work as an executive secretary / executive administrative assistant. Part of my job is to read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution.

Context: The work draws on administrative, computers and electronics and administration and management.
The material: [paste the log, report, memo or file, with private details removed]
My role in this: [what I'm responsible for]

List every action this material requires from me, with deadlines, in priority order. Quote the sentence each action comes from. Flag anything that needs special attention or a decision from someone else.

I work as an executive secretary / executive administrative assistant. Part of my job is to provide clerical support to other departments.

Context: We use SAP Concur and Intuit QuickBooks.
Tasks: [list]
Deadlines: [describe]

Organize into a prioritized checklist and templates. Point out anything missing or inconsistent and suggest a template I can reuse.

I work as an executive secretary / executive administrative assistant. Part of my job is to prepare agendas and make arrangements, such as coordinating catering for luncheons, for committee, board, and other meetings.

Context: We use Microsoft Project and Oracle Primavera Enterprise Project Portfolio Management; the work draws on administrative, computers and electronics and administration and management.
Operations: [production, web work, processes]
Constraints: [sequences, capacity]

Draft a schedule with dependencies. Lay it out as a table with steps, owner, timing and what could go wrong, then list the decisions I still need to make.

I work as an executive secretary / executive administrative assistant. Part of my job is to make travel arrangements for executives.

Context: We use SAP Concur and Intuit QuickBooks.
Request: [hotel, tour, restaurant, taxi]
Details: [dates, preferences, budget]

Organize options, booking steps and a confirmation message. Point out anything missing or inconsistent and suggest a template I can reuse.

I work as an executive secretary / executive administrative assistant. Part of my job is to compile, transcribe, and distribute minutes of meetings.

Context: We use Microsoft SharePoint and Adobe Acrobat.
Here's what I have for the minutes of meetings: [rough notes, the facts, figures and decisions behind it]

Write a clear first draft that I can check and finish. Keep it [one page / short / formal], laid out so I can paste it into Microsoft SharePoint or Adobe Acrobat. Use headings if they help, and mark anything you had to guess with [CHECK].