AI workflows for executive and admin assistants
An assistant writes in someone else's name, so a wrong date or an invented figure lands on their desk. These six templates cover the minutes, hand-offs, briefs, rewrites, schedules and second reads that fill an assistant's week, and each one has checks built in, such as matching quotes and numbers to your own text, with a last check that is yours.
What this looks like in your week
- Turning leadership meeting and one-to-one notes into decisions, actions with an owner and a date, and open questions, with a closed session left as short as the notes have it.
- Handing a routine such as the expense report, the team lunch or travel booking to a cover assistant, with no passwords or private numbers in the hand-off.
- Boiling a long report or board paper down to a brief for an executive with five minutes, with every figure and name kept.
- Rewriting an executive's quick note as a clear message for staff, a client or a vendor, with every date and deadline kept.
- Pulling dates, times, places and amounts out of invitations and receipts into a schedule, with anything missing marked Not stated.
- Giving an email or memo a careful second read before it goes out under the executive's name, with a ranked list of fixes.
6 templates for executive and admin assistants
Start with the first task if you are unsure. Each link opens the version for executive and admin assistants where one exists, or the general template.
- Turn meeting notes into decisions and actions
Turn rough meeting notes into a clean list of what was decided and who will do what by when, with each item tied to the line in the notes it came from.
Every action has an owner and a date, or is flagged; every item quotes its noteAbout 5 minutes.
- Hand off a task to someone else
Turn a task you do in your head into a plain hand-off for another person, with the materials listed, the steps written, nothing sensitive left in, and a fresh reader's questions answered.
A fresh reader lists anything missing; nothing sensitive left inAbout 20 minutes.
- Write a summary of a long document
Turn a long report, policy or paper into a short, faithful summary for a named reader, with every number and name kept exactly as the document has it.
Every number and name matches the sourceAbout 15 minutes.
- Rewrite for a different reader
Pull out the facts that must not change, work out what the new reader needs, rewrite the text for them, then check that every fact made it across and nothing new crept in.
Every fact is checked across; no number added or changedAbout 10 minutes.
- Pull key facts into a table
Pull the facts you name out of a text into a table, one row for each item, copying every value as written, quoting where each came from, and marking every fact the text does not give as Not stated.
Each value copied as written; a gap says Not statedAbout 10 minutes.
- Review a draft before you send it
Give a draft one pass for writing and one pass for substance, then hand back a short ranked list of fixes, so you know what must change before it goes out.
Each fix ranked must, should or nice; each claim marked sourced or notAbout 10 minutes.
Your learning path, in five steps
Watch, practice, use a template, make it yours and set it up once. Mark a step done and this browser keeps your place.
- 1WatchBuild a workflow from a template (1 min)
Watch a template picked, changed, given a check and exported.
- 2PracticeSpot the mistake in meeting notes
Find the three mistakes planted in AI-written meeting notes.
- 3UseTurn meeting notes into decisions and actions
A clean list of what was decided and who does what by when.
- 4Make it yoursCompare options and get a recommendation
Compare options in one table and get a recommendation that also argues the runner-up.
- 5Set upHand off a task to someone else
A plain hand-off with the materials, the steps and the questions a new reader would ask.