AI: Friend or Foe for Administrative Professionals?
It's nearly impossible to visit a news website without seeing an article about the impact of Artificial Intelligence, more commonly known as AI. Although AI's origins can be traced back to the 1950s, it's only in recent times that applications like ChatGPT have captured the media spotlight. Amidst this backdrop, some organizations have taken a firm stance against AI usage, while conversely, new tech startups are emerging daily, each touting their cutting-edge AI solutions. All of this can give you cause to wonder: Does AI have the potential to replace my role as an administrative professional?
The short answer is both yes and no. As the technology currently stands, certain AI programs can do some of the small tasks that Administrative Professionals have historically done, such as spelling/grammar checks, summarizations, booking a calendar event, or email sorting. However, AI cannot completely take over the work of administrative professionals because it lacks the human component that makes the administrative profession the relational support system that it is. Simply put, there are certain AI tools that can greatly streamline and simplify the tasks that administrative professionals perform, which, in turn, can make us more effective in our roles by freeing us up to be able to connect with our execs on a deeper level and serve more of their administrative and strategic needs.
One of my favorite AI programs to use is EA Buddy (or ShareCal, as it’s known for enterprise users, but I will be referring to both versions as “EA Buddy” throughout this article). Created by Haefa Mansour, EA Buddy is a website that utilizes AI to assist with calendar management, email/document drafting, summarization, daily calendar digests, time zone calculations, and so much more. I use it every day in my work, and have found it to be one of the most helpful tools in streamlining my work. Here is a tangible example:
One day, my exec needed to draft a letter to a constituent, and she asked me to draft her something that she could edit, as creating a draft from scratch was not her strong suit. I told her that I would use my new AI program to create a rough draft for her, and I wanted her opinion on it. I went into EA Buddy, input the prompt of what I wanted to be drafted, included key, but generic, points of information while asking it to leave spaces for me to fill in the blanks with the information I knew was confidenial, specified the length and tone I was looking for, and it began to write. It was, quite literally, less than 90 seconds from when I told my exec I was using AI for a draft and when that draft hit her inbox. She made some edits to personalize it to the donor, adding in the specific, confidential information about their donation, as well as personal information about their relationship only she knew. She ensured that the tone sounded like her, sent the email to the donor, then came to my desk and told me that I had saved her probably 30-45 minutes of time by providing her with that first draft.
That is the power of AI for EAs. AI allows us to not just take a task off the plate of our executive. Now with AI we have tools that allow us to streamline the work and free up additional time for us to either take on more tasks, or even to step into a more strategic space with our executive. This has been the resounding battle cry for Melissa Peoples, CEO + Founder of Admin Gurus. I have had the distinct honor and privilege of being in Melissa’s professional coaching cohort for the past couple of years, and more and more she is focusing on the impact of AI on the profession. Melissa is passionate about the empowerment and energizing of Executive Assistants, and has recognized that AI is a tool that frees up our time in order to be more productive and impactful in our roles. If you join Melissa’s group, you will learn more about practical ways to apply AI to your daily work because she ensures that she spends time at nearly every cohort meeting discussing it.
There are so many different AI programs out there that do a variety of things. Microsoft’s new Copilot program is a gamechanger for those in the Microsoft eco system. At the EA Ignite Spring 2024 Conference, certified Microsoft trainer Paul Pennant, Founder and Principal Trainer of Today’s PA, gave an entire masterclass on how to use ChatGPT and Microsoft Copilot. We learned how to tell it to use the information in a Excel spreadsheet or a Word document to create a slide deck. We watched as he showed the difference between what a Google Search will bring up vs. how ChatGPT will answer direct questions. A room of 100+ senior level executive assistants sat amazed as we watched him complete tasks that would normally take 2-3 hours to do in under 2 minutes. With these innovations, the question was asked over and over again through the conference, why won't AI programs this intuitive replace administrative professionals? What is to stop our execs from trying to use all of the AI programs and stop utilizing Administrative Professionals?
The BBC reported that, according to Mansoor Soomro, a senior lecturer in sustainability and international business at Teesside University, "’AI can't be intelligent in terms of emotion, and that's the toughest nut to crack’. He says the sensitivity and nuance essential to human assistants is still missing, as is the creativity many executives look for.”(1) What it boils down to is this: No matter what, the human touch is needed in the Administrative Professional/Executive partnership. We are the ones who know our exec's needs and maintain the expertise in the nuances of their communications, calendars, and strategies. We are the ones that know our business, and how to connect with the culture of our team and our constituents in a way that AI simply can’t. It can give us a baseline rough draft with which to start, but the results of AI should never be the end product, as it will lack the human touch of ingenuity, realism, and creativity that we as administrative professionals bring.
Let’s take, for example, a travel itinerary. I have personally never traveled outside of the continental United States, so I wouldn’t have any ideas for hotels or activities for a vacation to London. A Google Search will send me to a results page that companies have paid to have land on the front page, and I will need to start sifting through them. The solution? Ask AI!
I submitted this prompt into EA Buddy: “I am creating a 7-day trip itinerary from Los Angeles to London from July 10-16, 2024. I am traveling alone, prefer to fly Air France, stay in 3 or 4-star lodgings, and I will utilize public transport. I like food tours, historical sites, and used bookstores. Can you please put together a travel itinerary, including proposed flights, lodgings, and activities?”
Here is the output I received from EA Buddy:
Certainly! Here’s a detailed 7-day itinerary for your trip from Los Angeles to London, focusing on your interests in food tours, historical sites, and used bookstores, while flying with Air France and staying in 3 or 4-star accommodations.
Day 1: July 10, 2024 - Departure from Los Angeles
Flight: Book a flight with Air France. Typically, you might have a layover in Paris (CDG) before heading to London (LHR). Aim for an overnight flight to maximize your time in London.
Departure: Los Angeles (LAX) at around 3:30 PM
Arrival: London Heathrow (LHR) at around 12:00 PM (next day)
Day 2: July 11, 2024 - Arrival in London
Accommodation: Check into a 3 or 4-star hotel. The Z Hotel Piccadilly or The Resident Covent Garden are great options for their central locations and good services.
Afternoon Activity: Take a relaxing walk to recover from the flight, exploring nearby areas like Covent Garden or Leicester Square.
Evening: Enjoy a welcome dinner at a traditional British pub like The Harp in Covent Garden.
Day 3: July 12, 2024 - Historical Sites
Morning: Visit the Tower of London. Pre-book your tickets online for early morning to avoid crowds.
Afternoon: Head to Westminster Abbey, another iconic historical site.
Evening: Consider a casual dinner at Borough Market, where you can enjoy a variety of international foods.
Day 4: July 13, 2024 - Food Tour & Bookstores
Morning: Join a food tour in East London to explore diverse culinary offerings. Eating London Tours offers a great East End Food Tour.
Afternoon: Visit some famous used bookstores such as Skoob Books and Foster Books in Chiswick.
Evening: Free evening to explore more dining options or attend a West End show.
Day 5: July 14, 2024 - Day Trip to Oxford
Full Day: Take a train from Paddington Station to Oxford (approx. 1 hour). Explore the historic university town, visit the Bodleian Library, and browse through Blackwell's, a renowned bookstore.
Return to London in the evening.
Day 6: July 15, 2024 - More London Sights
Morning: Visit the British Museum, focusing on exhibits that interest you the most.
Afternoon: Stroll through Hyde Park and visit Kensington Palace if time allows.
Evening: Have dinner at Dishoom for excellent Indian cuisine.
Day 7: July 16, 2024 - Departure
Morning: Enjoy a leisurely breakfast and any last-minute shopping or sightseeing.
Check-out and head to the airport.
Flight: Depart from London Heathrow (LHR) with Air France, typically in the afternoon. Check the exact time based on available flights.
Additional Tips:
Transport: Purchase an Oyster Card for convenient travel on public transport (buses, underground).
Packing: July in London can be warm but unpredictable, so bring a light raincoat and comfortable walking shoes.
Mobile Data: Consider getting a UK SIM card for easy navigation and communication.
This itinerary balances sightseeing with relaxation and provides ample opportunity to explore London's rich history and culinary diversity. Let me know if you need more details on any part of the trip or further assistance!
Within 60 seconds I’ve been given a rough draft to start my planning with. This has just saved me multiple hours worth of time and effort as I look for ideas, try to figure out where things are around the city, try to determine which hotels are close to public transport, etc. Even with this insightful output that EA Buddy gave me, you can see that an administrative professional is still needed to create the bookings for the flights, hotels, and transit tickets, plan outings, make restaurant reservations, etc. However, it has, at the very least, begun the process for me at Square 3 or 4 instead of Square 1.
There is still an unknown component to the safety of using AI for tasks that involve confidential information, particularly because there are no verifiable data governance or protection assurances, so let me be super clear about this next point:
You should never input confidential or classified information into any AI platform.
That doesn’t mean that you can’t use AI for projects and simply redact the confidential information. For example, say a non-profit received a large donation from an anonymous donor, and the President’s Executive Assistant is wanting some assistance with a draft of a letter from the President expressing his gratitude. That EA could utilize ChatGPT, EA Buddy, or another version of generative AI, and, to ensure privacy, can use a fake organization same such as “ABC Non-Profit”. I tested this out with the following prompt: “Please create an email draft for a donor who gave $5,000,000 to ABC Non-Profit. This donor is giving anonymously, so please leave space for me to fill in the blanks with the donors name and ensure that the donor knows we will be keeping their identity confidential. This email will be coming from the President of ABC Non-Profit, so please include information about the impact that a donation to ABC Non-Profit will have on our constituents, and express deep gratitude. I’d like a long letter with a warm, grateful, yet professional tone.”
When I input that prompt, here is what I received from EA Buddy:
Subject: A Heartfelt Thank You for Your Generous Support
Dear [Donor's Name],
I hope this message finds you in great health and spirits. I am writing to you today with a heart full of gratitude. Thanks to your incredibly generous donation of $5,000,000 to ABC Non-Profit, we are poised to make substantial advancements in our efforts to [briefly describe the core mission of the organization, e.g., "provide educational opportunities to underprivileged children"].
Your commitment to helping us drive change is both inspiring and impactful. With your support, we will be able to [mention specific projects or initiatives the donation will fund, e.g., "expand our scholarship program to include 100 more students annually, ensuring they receive access to quality education and a brighter future."]. Your contribution will directly benefit [describe the specific group of constituents, e.g., "thousands of children across the region"], offering them opportunities they might never have had.
Please rest assured that your wish for anonymity will be completely respected. We understand the importance of privacy and are committed to keeping your identity confidential. No public acknowledgment will mention your name, and within our organization, only a select few who need to know will be aware of your generosity.
On behalf of everyone at ABC Non-Profit, including our staff, volunteers, and especially those we serve, I extend our deepest thanks. Your support not only fuels our ongoing projects but also reinforces our resolve to make a significant impact. It is donors like you who enable us to continue our work with vigor and assurance.
We are excited about what your extraordinary gift will allow us to accomplish, and I would be pleased to discuss further how we are putting your donation to work, or any other aspects of our organization you might be interested in. Please feel free to reach out to me directly at any time.
Once again, thank you from the bottom of our hearts. Your generosity is a beacon of hope and a testament to the spirit of giving.
With warmest regards and utmost respect,
[President's Name]
President
ABC Non-Profit
[Contact Information]
I am guessing that it will take about 5-10 minutes to edit the letter with the confidential and organization-specific information, ensure it is updated to reflect the President’s tone, and then prepare it to send. If you are comfortable inputting your organization's name into the AI program, it will actually use information from the internet to add your organization's mission and constituent base.
As administrative professionals, we don’t have anything to fear from AI. In fact, we should be looking at AI programs as tools to assist us with streamlining our work. With AI at our fingertips, the sky is the limit to our productivity and effectiveness! Do you really need to spend 30-45 minutes writing a document when, instead, you could have AI give you a draft that you can spend 5-10 minutes editing? Do you need to gather everyone’s availability manually through an email thread, which can take hours of back and forth, when you can utilize a program to effortlessly see it all in one place? Do you need to take an hour (or more) to go through a 10-page document and formulate a summary for your exec when you could pop it into an AI program and get a clear and concise summary in 30 seconds? NO!
AI is our friend. When we use AI, we free ourselves up so much time that we can spend getting more involved in the business. Instead of furiously typing for 2 hours during your Executive’s staff meeting, you can allow Copilot or Otter.ai to run a transcript and convert it into meeting notes, which allows you to actively participate in the meeting as an equal member of the team. You can spend less time doing the mundane and more time on the strategic. If you want to be a strategic partner to your executive or team, your first step it to utilize AI.
I would encourage you to speak with your organization to learn about what kinds of AI programs you can use as part of your role and then implement them into your work stream. I specifically would recommend EA Buddy as your first AI investment (or ShareCal if your organization wants to enterprise it for multiple users). It has been specifically built for administrative professionals by an administrative professional, and I will be honest, not a day goes by that I don’t use it. See what options you have and I guarantee that you will be more productive and effective immediately!
Here are a few resources that speak into AI tools for Administrative Professionals:
Admin Gurus: Melissa Peoples has done a few videos on AI Tools, which can be found on her YouTube Channel. She speaks about programs such as ChatGPT, Canva, Microsoft Copilot, and many more!
Today’s PA: Paul Pennant has over 2 decades of experience in Microsoft, specifically speaking on AI and automation opportunities within it. His courses are available online. I have had the honor of hearing him speak live, and he is engaging, knowledgeable, and committed to supporting the administrative professional community.
ASAP Webinars: The American Society of Administrative Professionals has offered a few different webinars, both paid and free, that speak to the different AI tools that can be beneficial for Administrative Professionals.
Tech Savvy Assistant: Jessica McBride, while proudly claiming on her website to not be an expert on anything, is very skilled in how AI can be an effective tool for Administrative Professionals, as well as posts very candidly and encouragingly on her LinkedIn. She offers courses and individualized training, as well as some helpful digital downloads.
AI For Work: This website offers insights into various prompts that can be used by Administrative Professionals into ChatGPT or similar programs to enhance our work.
What AI tips, tricks, and tools do you have? Leave a comment below to let me know!
