Smart, Safe, and Secure: AI Guidelines for Admins

Artificial Intelligence (AI) is showing up in more and more of the tools we use daily: calendar schedulers, email assistants, meeting note-takers, and even document creators. AI can be a powerful asset for administrative assistants, office managers, and admins across all industries and career stages.

However, like with any workplace tool, how you use AI matters. Responsible, ethical AI use isn’t just an IT or leadership priority—it’s something admins at every level can help shape. Whether you’re just starting to explore automation, using AI daily in your workflow, or helping guide adoption across your organization, these guidelines will help you confidently and competently navigate AI in the workplace.

1. Use AI with Ethics, Awareness, and Integrity

AI can be a helpful resource, but it isn’t perfect. This is important, so we’ll say that again: AI isn’t perfect.

Algorithms rely on the data they’re trained on, and that data often reflects bias in AI systems. As an admin, you might notice things others miss: a tone that feels off, a recommendation that doesn’t quite land, or an output that reflects assumptions you know aren’t right.

That’s where your professional instincts come in.

Before incorporating an AI tool into your workflow, ask yourself:

• Is this tool handling sensitive data appropriately?

• Could it unintentionally introduce bias?

• Is the AI’s output fair, inclusive, and aligned with company values?

If something doesn’t sit right, speak up. Your voice matters—especially when supporting teams, leaders, and company-wide operations. You should also feel encouraged to ask AI tools questions and request resources to cross-reference source material. 

Practicing discretion with AI isn’t about being perfect or having all the answers. It’s about staying aware, using good judgment, and applying the same high standards you bring to every other part of your role to the AI-generated resources you leverage. 

2. Prioritize Security

Admins are often the first line of defense regarding data protection for employees and clients. That’s why AI security should always be top of mind, especially when a tool interacts with sensitive company information.

Here are a few smart habits to adopt:

• Use company-approved tools or those vetted by IT  

• Avoid entering confidential information into generative AI platforms  

• Review privacy policies before enabling new features  

• Keep platforms updated to ensure you have the latest security protections

Not sure if an AI tool is approved to use or secure? Loop in your IT or compliance team early. It’s better to ask than risk a breach, and your proactivity shows your commitment to safe tech use.

If guidelines around AI use don’t yet exist, use it as an opportunity to help your team make informed decisions and create secure procedures. 

3. Choose Transparent Tools

Transparency is key to responsible AI use. If an AI tool is helping you write emails, create schedules, or summarize meetings, you should understand how it’s generating those suggestions. That means explaining why a particular recommendation was made and disclosing where that information originated to others.

If your role requires onboarding or training others on new AI features, choosing tools with clear explanations and user controls helps build trust and confidence across your team.

Not sure where to get started? Look for tools that give you control over input and output settings so you can guide the AI’s behavior and not just accept what it gives you as fact.

4. Stay Current and Keep Others Informed

AI is rapidly changing. That means the best admins aren’t just reacting to changes—they’re actively learning and adapting.

In your responsible AI efforts, try setting aside time each month to:

• Explore new tools and features

• Read trusted blogs or newsletters about AI trends

• Share your insights with teammates or leadership

Your knowledge can shape smarter adoption across your workplace and help your team keep up with the ever-evolving world of AI. If you’re looking for tips to help you stay ahead, join our course, Work Smarter with Google Gemini, which is packed with practical strategies to help you use AI more effectively and responsibly at work.

Stay Smart. Stay Secure. Stay Ahead.

AI is reshaping how we work, but still needs human oversight to ensure it is used successfully and securely. As an administrative professional, you bring the critical thinking, integrity, and organizational awareness that AI can’t replicate.

When you combine smart tools with thoughtful use, you don’t just keep up. You lead. 

Join the Course!