The ultimate technology guide for Executive Assistants
- Nicky Christmas
- Technology
Most of us who’ve been working in the EA industry for a while have probably heard the term “tech-savvy assistant.” It might have appeared in your job descriptions or come up in your latest job interview.
It’s essential for Assistants to have a solid grasp of technology, use it effectively, and be able to recommend new tech to colleagues and the organization.
In this ultimate guide, we’ll introduce you to a wide range of technology and cover critical Assistant tasks that can be efficiently managed with the help of software.
Before we dive into a list of apps, websites, platforms, and software, let’s start with the basics—the tech you should be comfortable using.
The Essentials – Microsoft Office
This one almost goes without saying: Assistants need to be proficient with Microsoft Office in all its forms. To truly be a tech-savvy Assistant, you need advanced skills in Word, Excel, PowerPoint, and Outlook.
You should be confident enough with these programs to teach others, including your Executive, how to use them. Although you may work with other office suites from time to time, Microsoft Office is here to stay, and so are its core programs.
If you also understand Apple iWorks and Google Workspace, that’s definitely a plus.
Technology Etiquette
It’s not just about knowing how to send an email.
Tech-savvy Assistants understand how to conduct themselves when communicating digitally. You might be using several different platforms to interact with your Executive, colleagues, and possibly clients.
A tech-savvy Assistant knows which tool to use for each type of communication, the appropriate tone for each platform, and how to ensure messages reach the right audience. It’s all about staying professional, even when using more casual channels like WhatsApp or Slack.
Internal Systems
Every organization has internal programs that everyone uses. It could be something as straightforward as the system for booking time off, or it could be a complex CRM system. Whatever it is, you need to know how it works. You don’t have to be the expert—that’s usually someone in IT—but you will likely get asked questions. A tech-savvy Assistant either has the answer or knows who to ask.
A Good Working Relationship with IT
Even if you’re tech-savvy, you may not know how to fix every tech issue. Having a good working relationship with the IT department or support team (especially if IT is outsourced) is essential.
Those who can fix things quickly should know you’re an EA, so when you call, they respond promptly. It’s also helpful to know where to go with IT questions since you’ll get asked for help frequently!
Office Machines
How often do you hear that the copier, printer, or even the coffee machine is broken? All the time, right?
You don’t need to put on overalls and grab a wrench, but you should know how to fix a paper jam or change toner. This basic tech knowledge helps keep the office running smoothly—a core part of being a tech-savvy Assistant.
Touch Typing
It may seem old-fashioned, but touch typing is still essential for a tech-savvy Assistant. Ever watch your Executive spend way too long typing an email with just two fingers? Imagine how long it would take them to write a report! Being able to touch type lets you work through emails, reports, letters, and presentations much faster.
Social Media
Social media isn’t going anywhere. Even if you don’t use it much in your current role, you may in the future. It’s crucial to understand the main platforms and how to use them. Managing an Executive’s social media profile is often a sought-after skill for Assistants, and tech-savvy ones can handle this easily.
Getting the Best Out of Your Technology
A tech-savvy Assistant knows the tips and tricks to maximize the technology everyone uses. Knowing shortcuts and hidden features can be a huge advantage.
Keeping Up to Date with the Latest Tech, Software, and Apps
Lastly, a tech-savvy Assistant stays current on new technology, software, and apps that can benefit you, your Executive, and your organization. Technology changes fast—there’s always something new to try or learn.
Don’t hesitate to experiment; if something doesn’t work, no big deal! A tech-savvy Assistant is comfortable suggesting and implementing new tech.
So with this in mind, let’s look at what we will cover in The Ultimate Technology Guide for Executive Assistants.
Technology for Executive and Personal Assistants:
- The ultimate list of productivity tools and technology
- Technology and tools to help Assistants plan their Executive’s schedule
- Email management technology
- Travel management technology
- Technologies for tracking time and billing
- Project management technology
- Tasks you can delegate to AI right now
- Tools to help you work remotely
- Websites that can benefit any business
- Chrome extensions for business productivity
- Top websites for free images
- Events and Meetings Technology
- Technology to help motivate staff
Digital Assistant Online Course
You’ll master the art of digital productivity, get hands-on training in AI and automation, and gain unparalleled proficiency in both Google Workspace and Microsoft tools.
In just four modules, learn the art of digital productivity, get hands-on training in AI and automation, and gain unparalleled proficiency in both Google Workspace and Microsoft tools.
The Ultimate List of Productivity Tools and Technology
We all know how tough it can be to stay on top of the endless to-do list that every Assistant and their Executive seem to have.
The work can be relentless, but don’t worry; there are plenty of fantastic apps that can help you manage your to-do list, your time, your productivity, and everything in between.
Tracking your tasks doesn’t need to be complicated—many Assistants still use pen and paper to keep everything in check. The apps I’ve listed below are easy to use, help manage all aspects of your role, and can be shared with others—so you can also manage your Executive’s time and productivity. Let’s dive into task management tools for Personal and Executive Assistants.
Task Management Tools
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Technology and Tools to Help Assistants Plan Their Executive’s Schedule
We all know how challenging it can be to plan an Executive’s schedule. Everyone wants a slice of their time, and there are only so many hours in a day.
This is a significant part of the Assistant role, and we often have to work hard to juggle all the meeting requests along with the time the Executive needs outside of meetings to get their work done (or to eat or spend time with family!).
Technology for Personal and Executive Assistants can really help with scheduling—it certainly can’t do everything, but it can free up a lot of your time.
When it comes to scheduling, I recommend embracing the technology available. Here’s a great list to get you started.
- Calendly – The top meeting calendar tool to let others schedule meetings based on available time in the diary.
- Doodle – Create a poll so everyone can pick an available date and time.
- RescueTime – Track how long meetings take so you can evaluate their productivity and necessity.
- Google Calendar – Our calendar of choice. It offers numerous extensions and easy collaboration tools.
- Vyte – A meeting scheduler that integrates with Google Calendar and provides extra options for managing the diary.
- Freebusy – Another AI tool that accelerates the scheduling process.
- Office Tracker – Keeps the entire organization’s schedules on one platform, allowing everyone to see what others are doing, including booking meeting rooms.
- Plan – Part calendar, part project manager, part collaboration tool.
- Time Tree – A great shared calendar app for families. Perfect if you’re managing a household.
- Timepage by Moleskine – If you like Moleskine notebooks and their productivity approach, this app follows similar principles and looks beautiful.
- Cozi – Another excellent shared calendar app, ideal if you’re managing a large household or work with a busy family.
- World Time Buddy – A simple tool for scheduling international meetings. The interface is easy to use—select your location, the attendees’ locations, the meeting date, and preferred time showing the best times for all attendees.
- Clockwise – A smart calendar assistant for Google Calendar that automatically manages and optimizes meeting times, blocks focus time, and adapts schedules based on changing priorities.
- Fathom – An AI meeting assistant that records, transcribes, and summarizes video meetings, perfect for creating quick meeting notes and recaps for busy Executives.
- Focusmate – A virtual co-working tool that pairs users with accountability partners to stay focused on tasks during scheduled sessions, excellent for staying on track with high-priority work.
- When2Meet – A simple scheduling tool that helps groups find a mutually convenient time, ideal for scheduling across time zones or larger groups with varied availability.
- Agenda – A date-focused note-taking app that helps structure meeting notes and reminders around scheduled events, ideal for linking notes directly to calendar events.
These tools can help make scheduling more efficient, allowing you to manage your Executive’s time smoothly and effectively.
With the right scheduling tools in place to streamline and optimize your Executive’s calendar, the next essential area to tackle is email management. As every Assistant knows, handling a high volume of emails effectively is crucial to maintaining clear communication, prioritizing tasks, and keeping the workflow organized. In the next section, we’ll explore the email management technology that can help you stay on top of inbox overload, enhance response times, and ensure that nothing slips through the cracks.
Email Management Technology
Email management is a crucial part of an Assistant’s role. Assistants are often tasked with managing more than one email inbox, which means they read and process hundreds of emails each month. This is a significant task that requires organization and thoroughness, and technology can help Assistants immensely.
Technology for Personal and Executive Assistants: Here are eleven tools that will help with email management.
Sanebox – Sanebox brings order to your inbox by filtering out unimportant messages, helping you focus on what matters. It also offers features to snooze emails, track when people don’t reply, and more.
Boomerang – Boomerang provides a suite of productivity tools for both Gmail and Outlook. You can schedule emails to send later and set reminders to follow up. It even resurfaces emails that haven’t received a reply, based on your chosen settings.
Maildrop – Maildrop is free and provides quick, disposable email addresses. This is a great option for keeping spam out of your main inbox.
Unroll.me – Unroll.me scans your email for subscriptions, allowing you to quickly unsubscribe, keep them in your inbox, or choose to receive them at a specific time. It’s a great tool for tidying up your inbox fast.
Sortd – Sortd lets you turn your emails into a to-do list, so you can prioritize, categorize, and track email responses. It also has options for making notes and keeping a task list right in your email sidebar.
Streak – Streak offers many inbox management features for you and your Executive. Some of the highlights include tracking (which lets you know when an email is opened), snippets (a collection of email templates for frequent requests), and mail merge (for sending bulk emails directly from your inbox).
Mixmax – Mixmax integrates with Gmail to create engaging emails with features like instant scheduling, unlimited email tracking, and polls and surveys to interact directly within emails.
Spark – Spark makes it easy to send quick replies with emojis. Not every email needs a lengthy response—sometimes a simple thumbs-up or a smiley face says it all, and Spark allows you to do just that.
Superhuman – Known for its speed and efficiency, Superhuman offers advanced features like AI-powered triage, split inboxes, and read-status tracking, all designed to help you power through your inbox faster.
Polymail – A powerful email client with read receipts, email tracking, follow-up reminders, and a calendar scheduling tool. Polymail also offers team collaboration features, making it ideal for shared inboxes.
Clean Email – An inbox cleanup tool that uses smart algorithms to categorize and organize emails, delete old emails, and unsubscribe from newsletters, all while protecting privacy.
Front – Designed for team inboxes, Front brings collaboration into your email by allowing teams to work together on shared inboxes, making it easy to assign, comment, and manage emails collectively.
Intheloop – A collaborative email app that transforms email threads into chat-style discussions, allowing teams to communicate around specific emails and projects without cluttering the inbox.
Twobird – A minimalist email app that integrates task management features right into your inbox, helping you convert emails into actionable tasks.
- Reclaim – Integrates with Google Calendar and helps manage time by automatically scheduling focus time and balancing emails around key tasks. It’s great for prioritizing essential emails without interrupting productive work time.
These tools can help streamline email management, making it easier to handle multiple inboxes efficiently and ensuring that nothing important gets overlooked.
With email management tools in place to streamline communications and prioritize tasks, the next critical area for any Assistant is travel management. Coordinating travel for an Executive involves juggling flights, hotels, ground transportation, and itineraries—a complex process that demands precision and organization. In the next section, we’ll look at the travel management technology that can help you plan, track, and adjust travel arrangements seamlessly, ensuring that every trip goes off without a hitch and keeping your Executive’s journey smooth from start to finish.
Travel Management Technology
Working with a busy Executive who is constantly traveling can be all-consuming for Executive Assistants, especially when there are numerous other tasks that need attention. Managing complex travel itineraries is a critical skill, and technology can be a game-changer in mastering it. Here are our favorite tools for Personal and Executive Assistants managing business travel.
- SeatGuru
Perfect if your Executive is particular about their airline seat! Enter the airline, flight number, and date, and the app will help you find the best seats on the plane. - LoungeBuddy
Provides instant access to airport lounges at most major airports worldwide. Lounges can be booked in advance or on the go, depending on availability. - PackPoint
An essential for Assistants who love creating lists. Enter the destination, trip dates, and duration, and PackPoint will suggest a packing list (even checking the weather). This reduces the chance of last-minute requests for essentials! - TripIt
One of the most popular travel itinerary apps, TripIt organizes all travel details—flights, hotels, car rentals, and reservations—into one online itinerary. Forward confirmations to TripIt, and it consolidates everything with alerts and notifications for real-time updates. - TravelPerk
A free all-in-one business travel platform with automated travel policies, approvals, and analytics to streamline travel for modern companies. - Hopper
Ideal for cost-conscious Assistants, Hopper predicts flight price changes and alerts you when it’s the best time to buy. - Circa
Helps manage time zone differences for international trips. Enter trip details, and it will show local and home time zones for each location. - Registered Traveler Programs
For frequent flyers, programs like Global Entry and TSA PreCheck save significant time at U.S. customs and security. - CityMapper
An extensive navigation app, CityMapper provides detailed public transit information, ideal for planning routes between meetings in metropolitan areas. - Valuta+
A currency converter app that’s useful for planning and managing expenses on international trips. - AccuWeather
Accurate global weather forecasts, with alerts for any destination on your Executive’s travel itinerary. - Google Trips
Suggests nearby attractions if your Executive has free time. Google Trips gathers points of interest around trip destinations for easy planning. - HotelTonight
Lists available hotels each night, perfect for last-minute bookings if a flight is delayed or a hotel doesn’t meet expectations. - Spendee
If your Executive uses this app during the trip, it simplifies expense tracking. Connect it to a business card and track expenses in real time. - Workfrom
Finds cafes and other locations with reliable Wi-Fi where your Executive can work, ideal for remote working days. - Taxi Apps – Uber / MyTaxi / Lyft
Different cities have different preferred ride-sharing apps. Research which app to use for each destination to ensure smooth transportation options. - Airbnb for Work
If your Executive is traveling with a team, Airbnb for Work offers business-appropriate rentals for teams, ideal for extended stays or team-building retreats. - AirHelp
If a flight is delayed or canceled, AirHelp assists with compensation claims and navigating reimbursement processes. - Concur Travel
A comprehensive travel and expense management tool used by many businesses. Concur centralizes booking, expense reporting, and approval flows, making the entire process seamless for Assistants and Executives alike. - Timeshifter
Designed to help reduce jet lag, Timeshifter creates personalized jet lag plans based on the traveler’s sleep patterns, the specifics of their trip, and scientific principles. It’s especially useful for Executives who frequently travel across time zones. - Flio
Flio is a comprehensive airport companion app that provides information on airport facilities, real-time flight updates, and travel tips. It can help Assistants ensure smoother airport experiences for their Executives.
These travel management tools are designed to make planning, tracking, and adjusting travel arrangements easier, giving Assistants the resources to ensure smooth trips for their Executives.
With travel management tools in place to streamline itineraries and ensure smooth trips, the next essential area to focus on is time tracking and billing. Effective time management and accurate billing are crucial for maintaining productivity, tracking project hours, and managing budgets. In the next section, we’ll explore the technologies that can help Assistants and Executives track time, log billable hours, and ensure transparency in project billing—tools that make staying organized and accountable easier than ever.
Technologies for Tracking Time and Billing
If you work in a large organization, it’s likely you already have time billing systems in place—especially if you work in fields like law or accounting. However, if you’re in a smaller organization, these technologies can help you set up efficient billing and time-tracking systems for your clients.
These top five technologies for tracking time and billing are also great for measuring productivity and understanding how long specific tasks take. Each tool offers a variety of features at cost-effective rates, making them ideal for Personal and Executive Assistants managing billing.
Timely
Timely is an all-in-one tool with extensive features. It tracks everything you work on through its Memory Tracker, storing data in a secure timeline that only you can access. The tool’s AI organizes your data, suggesting time entries and grouping tasks, so you don’t have to log time manually. Timely also includes project management features for tracking where time is spent on project elements, along with team time management for tracking task duration across teams. Prices start at $7, with integrations for Trello, Slack, Xero, and Microsoft products.Calamari
Calamari is a people management tool that tracks time off and attendance, replacing manual tracking. It has two modules: one for clocking in/out to track attendance and a leave management module for planning time off, sick days, remote work, and more. The leave management tool includes an automatic approval process and syncs with Google and Microsoft calendars. Pricing depends on the number of employees, starting at $10.FreshBooks
FreshBooks is accounting software with a built-in time-tracking tool that integrates with standard project management tools, your browser, and mobile devices. It also includes invoicing, expense management, and income tracking, making it a comprehensive solution for small businesses.Toggl
Toggl is a straightforward app for tracking time on the web or mobile. The free tier includes most premium features, making it budget-friendly for time-tracking. Simple to use, it integrates with other project management tools, and the Chrome extension offers constant reminders to track time. Toggl is highly recommended for those new to time-tracking.Harvest
Harvest is a time-tracking and expense management app that lets you track project or task time. It collects data and generates reports showing where time is spent. Once a project wraps up or billing time rolls around, you can send invoices directly to clients via PayPal or Stripe. Harvest is free for one person and two projects, with the next tier starting at $12 per month.Clockify
Clockify is a free time tracker and timesheet app that lets you track work hours across projects. It includes features like reporting, reminders, and project time estimates. Its free plan is generous, making it a popular choice for small teams and freelancers.TimeCamp
TimeCamp combines time tracking with billing and invoicing. It’s especially helpful for teams needing project profitability analysis and productivity reports. It also has integration options with tools like Trello, Asana, and Slack.ClickTime
ClickTime is a time-tracking and expense management tool that includes budgeting, resource planning, and reporting. It’s beneficial for tracking time across multiple projects and teams, especially when working with complex budgets.RescueTime
While primarily a productivity tool, RescueTime offers automatic time tracking and reports on daily activities, making it useful for understanding where time is spent and optimizing productivity. It’s particularly helpful for personal productivity improvement.Paymo
Paymo is an all-in-one time tracking, project management, and billing tool ideal for small to mid-sized teams. It offers task management, project timelines, and invoicing, so you can handle end-to-end project management and billing in one platform.
These tools are excellent for tracking time, managing billing, and improving productivity for both Assistants and their teams.
Project Management Technology
Most Assistants are involved in project management. If not leading a project, they’re often assisting their Executive or are part of a project management team. Many tools are available to track projects and make the process efficient and streamlined. Here are our favorite tools for Personal and Executive Assistants.
Monday
There are plenty of project management tools on the market, and Monday.com is quickly becoming one of the most popular. It’s a visual platform that lets you plan, schedule, and collaborate on projects. Similar to other collaboration platforms, users can set up boards to work on projects, schedule tasks, and track completed and pending items. It’s highly flexible and can be tailored to your organization’s needs.
Hiver
Hiver is a Gmail extension that helps teams manage shared inboxes like info@ or executiveoffice@. It offers several features that make inbox management easier, reducing the need to forward emails or send numerous follow-ups.
Asana
Asana organizes everything from company objectives to daily tasks in one place, helping teams clarify priorities and responsibilities. With real-time progress tracking, Asana keeps projects on schedule and ensures all team members are aligned.
Smartsheet
Smartsheet is an online work execution platform that enables businesses to plan, track, automate, and report on tasks. With over 80,000 organizations relying on it, Smartsheet’s user-friendly interface, real-time Gantt charts, dashboards, and automation features make it a popular choice for project and work management.
Slack
Slack is becoming the go-to collaboration tool for teams. It allows you to replace email with a more casual, real-time chat environment. With numerous integrations, Slack is widely adopted by organizations of all sizes. For small businesses, it’s an easy way for employees to stay updated on projects and communicate with colleagues quickly.
ProofHub
If you’re managing multiple projects with your Executive, ProofHub is worth exploring. Dedicated to project management, it includes templates to help you map out a project from start to finish, making planning and collaboration easier.
WeTransfer
WeTransfer is a simple and free tool for sending large files to and from your Executive. Although there are many file-sharing platforms, WeTransfer is ideal for quick, straightforward file transfers.
Evernote
Evernote was one of the original collaboration tools, designed for organizing and sharing information. It now includes features for sharing ideas, documents, and notes with colleagues. It even suggests relevant notes from team members to help with your projects.
Lucidchart
Lucidchart is a web-based app for creating diagrams, mind maps, and organizational charts. It allows real-time collaboration, so your team can make updates simultaneously and share changes. You can also embed charts on websites and update them directly via Lucidchart.
Notion
Notion is an all-in-one workspace that combines note-taking, task management, and database functionalities. It’s perfect for organizing project documents, tracking tasks, and collaborating with teams. It offers templates for project management and integrates well with other tools.
ClickUp
ClickUp is a versatile project management tool offering task tracking, goal-setting, and document management in one platform. It has customizable views, automation options, and a range of integrations, making it great for managing complex projects.
Trello
Trello is a popular task management tool based on a card and board system. The Butler automation feature uses AI to streamline workflows, automate repetitive tasks, and set up rule-based triggers to save time.
Microsoft Project with Power Automate
Microsoft Project is a well-established project management tool, ideal for creating complex project schedules and tracking tasks. By integrating with Power Automate, you can add automation for repetitive tasks, notifications, and approvals to make managing projects more efficient.
Airtable
Airtable combines the functionality of a database with a spreadsheet-like interface, ideal for project tracking, organizing data, and collaborating with teams. It offers a range of templates, customizable workflows, and AI features for automating routine tasks.
Wrike with AI Work Intelligence
Wrike is a project management and collaboration tool that includes AI-driven features like smart project risk prediction, automated task tagging, and AI-powered workflows. It helps predict and manage potential project bottlenecks.
Forecast uses machine learning to help with resource allocation, project budgeting, and timeline forecasting. It’s excellent for complex project management, as the AI learns from past projects to improve accuracy in future predictions.
nTask
nTask is a project management tool that offers task assignments, time tracking, and issue management. Its AI-powered tools help prioritize tasks and predict bottlenecks, keeping projects on track and within budget.
Zoho Projects is a project management platform that includes Zia, an AI assistant. Zia can help manage projects by predicting delays, identifying task dependencies, and sending proactive alerts to keep the project on track.
These tools provide a range of options for managing projects, improving team collaboration, and ensuring smooth communication.
With project management tools in place to streamline workflows and keep teams on track, the next step is exploring how AI can help take routine tasks off your plate. AI-powered tools can manage everything from scheduling and data entry to email sorting and task prioritization, allowing you to focus on high-impact work. In the next section, we’ll dive into the specific tasks you can delegate to AI right now, freeing up your time and enhancing productivity with intelligent automation.
If Outlook is your email of choice, this cheat sheet is a must!
If you only pick up five time-saving tips from our Outlook Hacks and Keyboard Shortcuts for Executive Assistants, we reckon you may be able to save hours across your working year. Think of all the wonderful things you could do with that extra time!
Tasks You Can Use AI to Do Right Now
AI platforms are saving Assistants a lot of time, making them well worth exploring. In 2024, understanding AI and technology for Personal and Executive Assistants is more crucial than ever to streamline workflows and boost productivity.
Transcribe Meetings and Minutes with Otter.ai
AI transcription has become more accessible and accurate than ever, and Otter.ai is a leader in this space. Using Otter, you can record meetings directly from your phone or computer, sync recordings from other services, and even integrate it with Zoom to automatically generate transcripts for video meetings. After the recording, Otter provides a searchable transcript that includes speaker identification, key phrases, and timestamps.
While transcripts still need a quick proofread, Otter’s accuracy makes it easy to pull out key information, tasks, and follow-ups for minutes. If your Executive uses the app on their phone, they can record meetings, and the transcript can go directly to you for review. The free package includes 600 minutes of transcription per month, making it a great starting point.
Automate Task Scheduling with Trevor AI
Trevor AI helps you manage time by inputting tasks directly into your calendar and blocking out time to complete them. Over time, Trevor learns your work style and priorities, using AI to recommend the best times for each task based on your schedule. For example, if you text Trevor, “I need to buy groceries,” it will suggest an optimal time slot and add it to your calendar. This AI assistant is perfect for anyone looking to streamline time management and keep their calendar organized.
Manage Meetings and Schedule with Chili Piper
Chili Piper’s ChiliCal tool is an AI-powered calendar management solution that optimizes meeting scheduling and automates booking for available time slots. With advanced features for managing complex scheduling needs, ChiliCal finds available slots, sends scheduling requests, and adjusts based on participants’ availability. It’s an efficient, hands-off way to keep meetings organized without back-and-forth emails.
Answer Frequently Asked Questions with Capacity
Capacity builds a knowledge bank of frequently asked questions and automates responses with high accuracy. By adding commonly needed information—such as answers to questions from colleagues, sales teams, or clients—Capacity can handle interruptions by directing your team to one central source for answers. Capacity also learns from repeated questions, gradually enhancing its knowledge about your organization and improving response quality over time. It’s an excellent way to manage interruptions and boost team efficiency.
Additional AI-Powered Tools for Assistants
Grammarly with Tone Detector
Beyond grammar and spell-checking, Grammarly’s AI now includes tone detection, which can help ensure emails and messages reflect the right tone. This is especially helpful for drafting quick replies without needing to spend extra time reviewing.Fireflies.ai
Fireflies.ai records, transcribes, and takes notes during meetings. It integrates with popular video conferencing tools like Google Meet and Microsoft Teams, enabling seamless note-taking and follow-up task identification.Krisp
Krisp uses AI to remove background noise from audio calls in real-time, making it useful for Assistants working remotely or in shared spaces. It enhances call quality and allows you to focus on conversations without distractions.Zapier
Zapier’s AI-powered workflows automate repetitive tasks by connecting your favorite apps. For example, you can set it to automatically save email attachments in Dropbox or notify your team on Slack when a new task is created in Asana.Motion
Motion is an AI-driven time management app that automatically prioritizes tasks, schedules them in your calendar, and adjusts as deadlines change. This tool helps ensure you’re focused on the highest-priority tasks.
By incorporating AI tools like these into your workflow, you can streamline daily tasks, manage time more effectively, and handle interruptions efficiently—giving you more time to focus on high-value responsibilities.
With AI-driven tools now handling time-consuming tasks, scheduling, and productivity enhancements, the next focus is optimizing remote work. As remote and hybrid work environments continue to grow, Assistants need reliable tools to maintain seamless communication, stay organized, and collaborate effectively from anywhere. In the following section, we’ll explore essential tools designed to help you work remotely, ensuring you can support your Executive and team no matter where you are.
Tools to help you work remotely
A focus and productivity app designed specifically for remote work. Serene helps you break down your day into focus sessions with goal setting, website blocking, and regular reminders to stay on task.
Tandem creates a virtual office experience, allowing you to see which team members are available, on a call, or in focus mode. Great for maintaining team visibility and quick communication in a remote setting.
Expanding on Notion’s already powerful workspace features, Notion AI assists with note-taking, content drafting, brainstorming, and meeting summaries, streamlining documentation.
A document tool that combines the functionality of documents, spreadsheets, and project management. Coda integrates seamlessly with other tools, creating a single workspace that adapts to various workflows and collaboration needs.
An app that gamifies productivity by helping you focus on tasks and minimize distractions. Forest allows you to set focus sessions and “plant trees,” motivating you to stay off distracting apps.
An AI-powered noise-canceling app that filters out background noise on calls, perfect for Assistants managing calls from various environments.
A smart calendar assistant that optimizes your schedule by automatically arranging meetings, focus time, and personal tasks in Google Calendar, making sure you stay organized and on track.
A daily planner that integrates with calendars and project management tools, allowing you to set realistic goals, track daily progress, and prioritize tasks effectively.
A virtual office app that mimics the collaborative feel of working in an office by allowing remote teams to “drop in” on each other, have spontaneous conversations, and collaborate in real-time.
A team communication tool similar to Slack but focused on asynchronous communication. Twist organizes conversations by threads, making it ideal for remote teams working across time zones who need focused discussions without real-time interruptions.
Perfect for distributed teams, Timezone.io visually displays team members’ time zones, making it easy to schedule calls and meetings across different regions.
Though primarily used by design teams, Figma’s collaborative features are excellent for sharing visual documents and co-editing presentations, allowing real-time collaboration on more creative tasks.
A video messaging tool that lets you record quick messages and tutorials for your team or Executive, which is perfect for detailed instructions without the need for live calls.
Automates repetitive tasks across different applications, saving you time on manual workflows. Perfect for Assistants who want to streamline daily processes by connecting various tools.
A meeting tool that helps you manage agendas, meeting notes, and follow-up tasks collaboratively. Fellow keeps track of meeting insights, making it easier to stay organized and ensure action items are completed.
These tools offer Assistants various ways to enhance productivity, collaboration, and task management while working remotely, allowing you to support Executives and team members seamlessly from anywhere.
Websites that will help any business
There are tons of incredible websites hidden across the internet that can be life-changing when you discover them! Technology for Personal and Executive Assistants has never been more essential.
I’m constantly researching tools to simplify tasks, and today I’m sharing 19 websites that can benefit any business. These sites tackle common problems that Assistants often face while supporting their Executives and organizations. I’ve done the research, so you don’t have to!
Fax Zero: Send faxes across the USA and Canada with this online platform. It also offers an international version.
TinyWow: A multi-purpose tool for quick fixes like file conversion, resizing images, removing watermarks, and even generating PDF signatures. TinyWow is perfect for those random, quick tasks that need fast online solutions.
ScribbleMaps: Need to add markers and directions to Google Maps? ScribbleMaps lets you customize maps for your unique needs.
Printfriendly: Print any webpage without ads or clutter. Perfect for printing clean, streamlined documents.
Cloudconvert: Convert any file format for free with immediate download—super convenient for file compatibility issues.
Remove.bg: Instantly removes backgrounds from images in just a few clicks. Great for creating professional-looking images without the need for complex editing software—useful for social media graphics, presentations, or email headers.
Typeform: An interactive, user-friendly tool for creating surveys, forms, and polls that are more engaging than traditional formats. Typeform’s design makes it easy to collect feedback, conduct polls, or gather information in a visually appealing way.
Canva: Create professional images for your business or social media. Canva is an easy-to-use design tool that doesn’t require extensive design skills.
AnswerThePublic: A unique tool for brainstorming and researching content ideas, AnswerThePublic compiles popular search queries related to any keyword you enter. It’s perfect for generating content ideas, understanding audience interests, or anticipating common questions that Executives might encounter.
ManualsLib.com: This site collects product manuals, so if you’re tasked with setting up a device with minimal information, you can find the full manual here.
Fast.com: Check your internet speed for free to ensure your connection is running smoothly.
Unsplash.com: Find free, high-quality stock images on this site—an invaluable resource for presentations, websites, and social media.
Copy.ai: An AI-driven tool for generating creative content, Copy.ai can help with drafting emails, brainstorming ideas, or creating social media posts. It’s ideal for Assistants who need to quickly produce well-written copy or spark creativity for different communication needs.
e.ggtimer.com: Set a simple browser timer to help manage tasks or time meetings, a handy tool for staying on track.
draw.io: Simplify the creation of organizational charts, wireframes, workflows, and flowcharts. An intuitive tool for designing and visualizing processes.
wetransfer.com: Securely transfer large files over the internet. Reliable and user-friendly, it’s ideal for sharing files too big for email.
history.google.com: View a history of your Google searches—a useful tool for keeping track of past queries or revisiting important information.
Snipboard.io: An ultra-simple tool for taking and sharing screenshots directly online. You can upload screenshots with a simple copy-paste and then share the link instantly—ideal for quick, hassle-free image sharing during remote meetings or virtual collaborations.
Noisli: Similar to Coffitivity, Noisli provides customizable background sounds like rain, forest ambience, or white noise. You can create personalized soundscapes to increase concentration or relaxation, making it ideal for creating a productive work environment.
These websites are versatile tools that can help streamline workflows, solve problems, and save time, making them essential resources for any Assistant supporting a fast-paced business environment.
Chrome Extensions for Business
There’s some excellent technology for Personal and Executive Assistants on Google Chrome. For those who may not be familiar, let’s first explain what a Chrome Extension is.
Chrome extensions are small software programs available on the Google Chrome browser that customize the browsing experience, enabling users to adjust Chrome’s functionality and behavior according to their needs or preferences.
If you currently use browsers like Firefox, Safari, or Microsoft Edge, you’ll need to download Google Chrome to access these extensions. The examples listed here are designed to help Assistants save time, manage tasks more effectively, and enhance productivity. You can find all these extensions in the Chrome Web Store.
Here are 50 Chrome extensions to consider:
Here is an expanded list of 50 Chrome extensions tailored for Assistants, including AI-powered tools and ChatGPT integrations, to enhance productivity and streamline tasks:
1. ChatGPT Writer
Generates entire emails or replies using ChatGPT AI, enhancing email communication efficiency.
2. ChatGPT for Google
Displays ChatGPT responses alongside Google search results, providing AI-generated insights directly within your search interface.
3. Merlin
Offers ChatGPT-powered assistance across various websites, enabling quick summaries and responses to enhance productivity.
4. GPT-EZ
Provides a simplified interface for interacting with ChatGPT, making it more accessible for quick queries and tasks.
5. Otter.ai
Transcribes meetings and conversations in real-time, offering searchable notes and summaries to streamline information management.
6. Grammarly
An AI-powered writing assistant that checks grammar, spelling, and style, ensuring professional communication.
7. TextCortex
An AI virtual assistant with multiple personas, aiding in content creation and brainstorming ideas.
8. Scribe
Generates step-by-step tutorials by recording your actions, simplifying the process of creating guides and documentation.
9. Speechify
Converts text into natural-sounding speech, allowing you to listen to documents and emails, which is useful for multitasking.
10. Todoist
A task manager with AI capabilities that helps organize tasks, set priorities, and manage projects efficiently.
11. Fireflies
An AI note-taker and summarizer that records meetings and provides concise summaries, aiding in information retention.
12. HippoVideo
Enables the creation of personalized videos with AI assistance, enhancing communication and engagement.
13. Seamless
A smart tool that generates leads and boosts sales by leveraging AI to find and engage potential clients.
14. Rytr
An AI writing assistant for content creators, helping generate ideas and draft content efficiently.
15. CheckerPlus for Gmail
Allows users to read emails, respond to, search, and archive without network access, syncing messages as soon as you reconnect.
16. TickTick
Pulls all your to-do lists into one place, with reminders and email-to-task conversion.
17. Asana for Chrome
Quickly add tasks from any webpage to Asana, making it easier to manage tasks across platforms.
18. Black Menu for Google
View Gmail, Google Calendar, Drive, Maps, and more in one place, making it easy to access all Google products from Chrome.
19. Toggl Button
Adds a timer to any web tool, allowing real-time productivity tracking with data stored on your Toggl account.
20. Evernote Web Clipper
Save things you see on the web into your Evernote account, perfect for organizing online research.
21. DocuSign
Add your (or your Executive’s) signature to PDF email attachments, with support directly from Gmail, Drive, and Chrome.
22. Drag
Transform your Gmail into organized lists, creating a Trello-like experience within your inbox.
23. Pocket
Save things in Chrome for later reading, syncing automatically across devices for offline access.
24. OneTab
Convert all open tabs into a single list, making it easy to manage or restore tabs as needed.
25. HighlightThis
Highlight text across the web and save highlights for later reference, perfect for research and content review.
26. Hunter
Finds email addresses associated with a specific website, making it easy to gather contact details for outreach.
27. LastPass
A password manager that securely saves and autofills login credentials across sites, ensuring security and ease of access.
28. Quick Capture
Capture, annotate, and share images or screenshots from your browser with a single click, perfect for visual documentation.
29. CrankWheel
Share your screen or a specific browser tab instantly, making remote support or quick demos easy.
30. Screencastify
Record your screen, annotate, and share video tutorials or presentations directly from your browser.
31. Office Online
Edit and create Word, Excel, and PowerPoint documents directly from your Chrome browser without needing Office installed.
32. Refind
Save URLs for later reading, and see saved links highlighted in Google results to avoid duplicate searches.
33. Yesware Email Tracking
Track when emails are opened or links are clicked, with templates for quick email responses, ideal for follow-up.
34. Jot
Turn any new tab into a notepad for quick notes, providing a convenient place to jot down ideas or to-do items.
35. Emoji Keyboard for Google Chrome
Add emojis quickly from the browser to emails or posts without switching apps, adding fun and clarity to communications.
36. Taco
View tasks from over 40 services on Chrome’s new tab page, including Asana, Basecamp, Trello, and more.
37. Google Translate
Translate highlighted text in any language instantly from your Chrome browser.
38. Click&Clean
Quickly clear browsing history, cookies, and cached data with a single click, improving privacy and browser speed.
39. Save to Google Drive
Save URLs, PDFs, and screen captures directly to your Google Drive for easy organization.
40. Loom
Record and share video messages directly from Chrome, excellent for quick video communication and team updates.
41. Giphy for Chrome
Add GIFs to emails, social posts, and documents for added visual appeal and communication flair.
42. Tab Snooze
Close tabs and set them to reopen at a specified time, great for staying focused without losing reference materials.
43. Zoom Scheduler
Schedule and start Zoom meetings right from your Google Calendar or Chrome, streamlining video calls.
44. Print-Friendly & PDF
Clean up web pages by removing ads and unnecessary elements, making them printer-friendly or saving them as PDFs.
45. StayFocusd
Blocks distracting websites to help you stay focused on work by limiting the time you can spend on certain sites.
46. Awesome Screenshot & Screen Recorder
Capture screenshots and record your screen with annotations. This is a helpful tool for creating tutorials or recording meetings.
47. Moo.do
A productivity app that combines a to-do list with an email, calendar, and task management tool to help you keep everything in one place.
48. Notion Web Clipper
Save any webpage into Notion, making it easy to organize and reference articles, research, or notes within your Notion workspace.
49. Bitly
Shorten URLs and track engagement stats, helpful for managing and sharing links across platforms and tracking click-through performance.
50. Nimbus Screenshot & Screen Video Recorder
Capture screenshots, record videos, and annotate, making it great for creating tutorials or saving information from the web.
Many software tools and platforms offer Chrome extensions, so if you frequently use a specific tool, it’s worth checking if they offer an extension for quick access and added functionality.
While Chrome extensions offer powerful tools for everyday productivity, finding the right images for presentations, social media, or internal documents often requires just as much care. Free image websites offer a wealth of high-quality photos that save time and budget, helping Assistants create visually engaging content. Paired with the functionality of Chrome extensions for easy access to editing, organization, and customization tools, these image resources can enhance any project. Let’s dive into some top websites for free, copyright-friendly images to support your work and bring added polish to your visual tasks.
Top Websites for Free Images
I use many of these sites regularly, and I only wish I had known about them back when I was an Assistant—they’re much easier to navigate than Google Images! Here are some of my favorite websites for finding free, high-quality images. These sites offer plenty of options and tools for Personal and Executive Assistants.
Stocksnap.io
Stocksnap.io is my go-to website for Practically Perfect PA. It has an easy search function, and the images are beautiful and always work well with my website’s design.Pixabay
Pixabay has tons of free images, along with some premium options. You can also search for illustrations, videos, and vectors here. I often use it when I need an image that’s specific to a theme or keyword rather than general business images.Gratisography
The images on Gratisography are fun and a bit quirky. New photos are added weekly, and you can even sign up to receive them via email.Picjumbo
With Picjumbo, you can sign up to receive free photos by email, or you can browse and search for images directly on the site. It’s a convenient way to access fresh content.Unsplash
Unsplash offers vibrant, unique images that stand out from traditional stock photos. The collections are especially helpful if you’re working on themed projects. For example, they often have seasonal collections like autumn-themed photos.
Events and meetings technology
Managing events involves countless details, but using the right technology can simplify the process immensely. Here are some of the top tools for Personal and Executive Assistants handling events and meetings.
On-Site Communication
For on-site communication, one of the best tools may already be on your phone: WhatsApp. It’s perfect for setting up private groups to stay connected with your event team in real-time. Just make sure to gather all staff contact details in advance, and you’ll have an effective communication channel right in your pocket. For larger events, consider a more robust event management platform, such as Whova or EventMobi, which offer features for team communication, agenda management, and attendee engagement.
Ideal for: Smaller events or any event where quick, direct communication with your team is essential.
Audience Engagement
Engagement tools like Slido and Mentimeter help keep attendees involved by enabling interactive polls, Q&A, and real-time feedback. Whether you’re hosting an in-person event or a hybrid meeting, these apps allow participants (even remote ones) to share their thoughts instantly. You can easily toggle between your presentation and live feedback from the audience, making it a seamless experience for everyone.
Ideal for: Conferences, large meetings, AGMs, and team retreats where audience feedback is valuable.
Advanced Crowdsourcing and Idea-Sharing
For meetings where you need more than simple engagement, OpenAudience and Crowdicity offer platforms designed to collect, organize, and analyze ideas from attendees. These tools go beyond basic Q&A, making them great for brainstorming sessions, strategy workshops, and team-building exercises. Some providers offer professional facilitation to help drive effective outcomes from these sessions.
Ideal for: Strategy sessions, board retreats, or any meeting where generating and organizing ideas is essential.
Table Planning Support
Managing seating for large events like gala dinners or conferences can be a logistical nightmare. Social Tables and Allseated provide powerful tools for planning seating arrangements, allowing you to manage seating assignments in real-time and even offer self-seating options to attendees. These platforms are invaluable for dinners, luncheons, or any seated event with more than a few dozen guests.
Ideal for: Large dinners, charity events, corporate gatherings, and any event requiring detailed table planning.
Smart Badges
Say goodbye to paper name tags—smart badges are here to stay. These innovative badges do much more than display names; they allow attendees to share contact information with a “bump,” collect digital brochures or presentations, and track attendee movements throughout the venue. Noodle Live is a top choice for this technology, adding convenience for attendees and providing valuable insights for organizers.
Ideal for: Large conferences, networking events, trade shows, and product launches where attendee data and engagement are crucial.
Virtual and Hybrid Meeting Platforms
As hybrid meetings become more common, tools like Hopin and Crowdcast make it easy to manage both in-person and remote attendees, providing features like breakout rooms, live streaming, and networking opportunities. These platforms are particularly helpful in coordinating virtual attendees alongside in-person participants, making everyone feel connected regardless of location.
Ideal for: Conferences, global team meetings, and events with both in-person and remote attendees.
Event Analytics and Feedback
Understanding attendee experiences can help improve future events. Tools like SurveyMonkey and Typeform are excellent for post-event feedback. For larger events, Bizzabo offers a comprehensive platform for tracking ROI, engagement, and overall event performance metrics.
Ideal for: Post-event evaluations, assessing engagement, and measuring event ROI.
Ticketing and Registration
Platforms like Eventbrite and Ticket Tailor make managing registrations and ticket sales straightforward. These tools handle everything from payment processing to digital ticketing and QR code check-ins, ensuring a smooth start for attendees and staff alike.
Ideal for: Any event that requires ticketing or attendee registration, from large conferences to smaller workshops.
By incorporating these technologies, Assistants can streamline event planning, enhance audience engagement, and provide attendees with a memorable experience.
With effective events and meetings technology, Assistants can ensure that gatherings are organized, engaging, and impactful. But beyond planning and logistics, sustaining momentum after the event is essential for fostering lasting employee engagement. By combining innovative event management tools with technology designed to boost team motivation and communication, Assistants can create an environment where engagement thrives. In the next section, we’ll look at key tools to keep your team motivated and connected long after the event wraps up.
Technology to Help Motivate Staff
An executive once told me, “You are the glue that holds the department together; you create the culture.” They were right. A key part of an Assistant’s role is often to help motivate and unify the team. Assistants frequently organize social events, onboard new team members, answer questions, and support projects. By fostering a collaborative and positive work environment, you can play an essential role in maintaining a motivated, engaged team.
There are many ways to implement motivational initiatives, and technology offers valuable tools to enhance these efforts. Below are some technology solutions that can help bring teams together and boost engagement, empowering Assistants to help shape a positive office culture.
Collaboration Tools
Many organizations rely on collaboration platforms to connect staff, facilitate project work, and manage documents. Efficient communication, easy access to shared documents, and seamless teamwork contribute to productivity and morale. These collaboration tools simplify workflows, increase accessibility, and create a sense of teamwork:
Feedback Tools
Gathering and analyzing employee feedback can provide valuable insights into the team’s morale and areas for improvement. Instead of relying solely on casual conversations, consider using technology that allows you to systematically gather and review feedback. Addressing any concerns promptly shows that leadership cares about employee well-being, which contributes to a supportive workplace. Here are some tools to gather employee feedback:
E-Learning Platforms
Supporting employees’ professional growth through training and development is a strong motivator. Offering access to learning resources shows that the organization is invested in employees’ skill development and long-term success. Here are a few e-learning platforms that can provide both general and customized training options:
Recognition and Reward Platforms
Recognizing achievements and providing rewards are effective ways to keep employees motivated and committed. Platforms that facilitate recognition and reward make it easy to celebrate team milestones and individual contributions. Here are a few tools to consider:
Staying Current with Technology
Staying up-to-date with the latest technology is not just a productivity booster; it’s essential for staying relevant and competitive. As more managers become tech-savvy, they’re eager to explore tools that enhance efficiency, and they’ll look to Assistants to help find and implement these solutions. Organizations are increasingly adopting apps and platforms that make work easier, and embracing these changes can keep you and your team moving forward.
As you explore new tools, choose those that fit your organization’s unique needs. Even if certain tools aren’t implemented company-wide, you can often find ways to use them independently to streamline your tasks. Adopting the right technology can enhance your role and add significant value to the entire team.
If you’re ready to take your tech skills to the next level, the Digital Assistant Online Course at The EA Campus offers comprehensive training designed specifically for modern Executive and Personal Assistants. This course will guide you through the essentials of digital productivity, provide hands-on training in AI and automation, and help you gain proficiency with both Google Workspace and Microsoft tools. Equip yourself with the knowledge, skills, and confidence needed to excel in today’s digital landscape and set yourself apart as a tech-savvy, indispensable asset to your executive and organization.
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