Administrative assistant tools are applications and apps that aid administrative assistants in carrying out the essential duties of their positions. Here is a collection of useful tech for administrative assistants, including AI writing and scheduling tools, budgeting and expensing apps, and project management software.

ChatGPT

ChatGPT dramatically enhances the efficiency and effectiveness of administrative assistants by taking on time-consuming cognitive tasks such as drafting emails, summarizing documents, generating meeting notes, and organizing information. It can produce polished communication in seconds, reduce errors, and help assistants juggle multiple priorities with less mental load. Because it can quickly interpret complex instructions and adapt its tone or style, ChatGPT becomes a flexible digital partner—speeding up work, improving accuracy, and freeing assistants to focus on the high-value, human-centric parts of their role such as stakeholder coordination and problem solving.

Read.ai

Read.ai transforms the way administrative assistants handle meetings by automating note-taking, tracking action items, and generating clear, structured summaries without manual effort. Instead of splitting attention between participating in a meeting and capturing details, assistants can rely on Read.ai to accurately record what happened, who said what, and what decisions were made. This not only streamlines follow-up tasks but also ensures nothing slips through the cracks, even across a heavy meeting load. By turning raw conversations into actionable insights, Read.ai saves time, enhances organization, and increases the overall productivity of both assistants and the teams they support.

Calendly

This software is a calendar management tool designed to make arranging meetings easier. Set your choices for availability and share your link to start using the app. When users choose a time slot from a list of handy options, Calendly organizes a meeting for them. The software allows executive assistants to schedule conferences, online one-on-one meetings, interviews, and even personal appointments.

To prevent last-minute meetings, Calendly provides a variety of meeting forms, syncs time zones automatically, controls daily meeting limitations, and establishes minimum schedule notifications.

Grammarly

Errors give off a bad impression, especially when they appear in memoranda that are sent to senior executives or whole companies. Grammarly is a computerized writing tool that proofreads texts and makes recommendations.

Along with catching spelling and grammatical mistakes, the program also offers ideas for writing styles and tones that make sentences stronger, clearer, and shorter. Grammarly integrates with a variety of word processing, social networking, and email platforms, enabling assistance to appear proficient on every channel.

Slack 

One of the most important internet collaboration platforms is Slack. Instant communication amongst scattered coworkers is made possible by this communication tool. Through channels, threads, mentions, and direct messages, coworkers may communicate.

Executive assistants don’t have to deal with the inconvenience of having to manage team members via endless emails thanks to Slack, which makes online communication quick.

Trello

Trello is a platform for organizing projects that also functions as a time-management and planning tool. A mobile to-do list may be created using the program’s Kanban board structure. To help with project and task management, assistants may also add checklists, labels, attachments, and due dates to cards.

One of the finest executive assistant hacks is to use Trello, which has enough fundamental functions in its free edition to serve as an excellent personal organizer.

QuickBooks

Assistants can perform bookkeeping and budgeting responsibilities with the use of QuickBooks, an accounting program. The software package provides facilities for recording expenses, keeping track of purchases, and tracking revenue. Additionally, the application provides time-tracking features, allowing scattered teams to submit time sheets for approval promptly.

Expensify

Expensify is a solution for managing company expenses online. Employees may input receipt images and automatically register miles through GPS using a mobile app. Additionally supported by the program is the direct import of receipts from applications like Uber and HotelTonight. Expensify may handle refunds as soon as the day after submission and will notify users of any missing items or repayment difficulties.

These time-saving tips simplify procedures and give assistants more time to devote to more high-leverage projects.