AI for Executive Assistants and Office Managers: Inbox, Meetings, Vendors and Documents
What you’ll be able to do: After this course you can catch up on a long email thread in seconds and draft the reply in Gmail, make Gmail label the requests that matter and pre-draft the answers, and turn one messy customer thread into a clear reply with every promise checked. Then you take the facts once and get the client email, the owner's Slack and the team text in one go, turn a meeting transcript into decisions, an owners-and-dates action table and a recap email, put three vendor quotes on the same basis and check the three-year totals, turn rough notes into an editable one-page SOP, and make a presentable deck from meeting notes in five minutes.
- Who it’s for
- Executive assistants, office managers, administrative coordinators and chiefs of staff at a 10 to 200 person company who run someone else's inbox, calendar, meetings and vendors. No coding.
- Time needed
- About 74 minutes of hands-on practice: 9 modules of 5 to 9 minutes each.
- Cost
- Free. No credit card, no trial, and no sign-up needed to start.
- Level
- Beginner to Intermediate
- Prerequisites
- None for the practice: a web browser on a desktop or laptop. To repeat the modules in your own tools: a ChatGPT account.
- Format
- Self-paced and online. Each module runs in a practice copy of the real tool that checks every step, then a checklist walks you through doing it for real.
- Tools you practice in
- Gmail, Gemini, ChatGPT and Gamma.
Why this course
Picture Dana, the executive assistant to the owner of a 60-person engineering firm. Her day is the owner's inbox (120 threads, a third of them asking for something), two meetings whose notes have to become action items by tonight, three cleaning-contract quotes written three different ways, a procedure the new receptionist needs on one page, and a slide deck for Thursday's leadership meeting that so far is a page of notes. Every one of these jobs is reading, sorting and rewriting, which is exactly what an AI assistant is good at, and every one of them goes out under someone else's name, which is why each module ends with a check.
This course takes the day in order. Steps 1 and 2: the inbox, with Gemini in Gmail summarizing a thread and drafting the reply, then filters and labels that sort every request and pre-draft the answer. Steps 3 and 4: replies, first a messy customer thread with every promise checked, then one set of facts turned into three messages for three readers. Steps 5 and 6: meetings, a transcript into decisions, an action table and a recap email, then a planning call into a checklist. Step 7: three vendor quotes side by side on the same basis. Step 8: rough notes into a one-page SOP you can edit. Step 9: a deck from your notes in Gamma.
The payoff: the inbox is sorted before the owner sits down, every meeting ends with owners and dates, vendor decisions rest on numbers you checked, and procedures and decks take minutes instead of an evening. You stay in charge the whole way: the AI drafts, you check the facts, the prices and the promises, and you send. Each module is a practice copy of the real tool that checks your work, so you can start now with no account.
Who this course is for
Seven modules are beginner level and two (Gmail filters with AI drafts, and the Gamma deck) are intermediate. You need a browser and the inbox, meetings and vendors you already handle. Do the modules in order, or start with the job that eats most of your day.
You can already
- Manage someone else's inbox, calendar or meetings, or run an office
- Use Gmail or Outlook and a slide tool day to day
- Nothing else: no code and no accounts to start (the practice runs in your browser)
After this course you can
- Summarize a long thread and draft the reply in Gmail with Gemini, then check it
- Make Gmail label every request automatically and pre-draft the answer with a human check
- Turn a meeting transcript or planning call into decisions, an action table with owners and dates, and a recap email
- Write one set of facts as three messages: client, owner and team, each in the right tone
- Compare vendor quotes on the same basis, write a one-page SOP and build a deck from notes
What you’ll build
- Module 3: A warm, accurate reply to a customer whose order went sideways: the wrong pickup day, a change request and an allergy question nobody answered.
- Module 4: Three ready-to-send messages about one made-up job delay at Brightline Painting: an email to the client with two options and a decision deadline, a Slack to the owner with the $420 extra cost, and a text to the crew lead with the evenings and the address.
- Module 5: From the transcript of a team’s Monday meeting: a five-line summary, the decisions, an action items table (task, owner, due date) and the open questions.
- Module 6: A recap of the Kestrel Benefits Group office-move planning call, a made-up company: a three-sentence summary, three decisions, six action items with an owner and due date, and two open questions.
- Module 7: One table comparing three made-up laptop quotes for Brightline Painting on the same basis: 6 laptops, with setup and a 3-year warranty, over 3 years. Totals $6,774, $6,798 and $6,805, with the math under the table and a bar chart.
- Module 8: A one-page Front-Desk Coordinator SOP for Harbor Point Accounting, a made-up accounting firm, built from one messy paragraph of notes: answer in three rings, take messages in the CRM, tax-season voicemail checked at 8am and 1pm, never give refund status or SSN details over the phone, greet walk-ins in 30 seconds, and ask Dana when unsure.
- Module 1 · Gmail + Gemini · Beginner · ~7 min
Gemini in Gmail: Summarize a Thread and Draft the Reply
You’ll be able to: Step 1, catch up fast: open a long thread in Gmail, get the summary and what you owe from Gemini, then write, refine and polish the reply with Help me write.
- Module 2 · Gmail · Intermediate · ~8 min
Gmail Filters, Labels and AI Drafts With a Human Check
You’ll be able to: Step 2, sort the inbox before you read it: make Gmail label every website quote request automatically, draft the reply with Help me write, and catch the made-up price before it is sent.
- Module 3 · ChatGPT · Beginner · ~9 min
Reply Faster: Customer Emails
You’ll be able to: Step 3, the tricky thread: give ChatGPT a messy customer email and your facts, check every promise, fix the tone and send the reply from Gmail.
- Module 4 · ChatGPT · Beginner · ~9 min
Tell the Client, the Boss and the Team in One Go using ChatGPT
You’ll be able to: Step 4, three readers, one set of facts: get the client email, the owner's Slack and the team text in one go, each written for its reader, then have ChatGPT check every fact.
- Module 5 · ChatGPT · Beginner · ~9 min
Summarize a Meeting Transcript
You’ll be able to: Step 5, the meeting is done when the notes are: paste the transcript and get the decisions, an action items table with owners and due dates, and the follow-up email.
- Module 6 · ChatGPT · Beginner · ~9 min
Turn an Office Move Call into a Checklist
You’ll be able to: Step 6, a planning call into a checklist: turn an office-move call into decisions, an owners-and-dates table and a recap email to everyone involved.
- Module 7 · ChatGPT · Beginner · ~9 min
Compare Vendor Quotes Side by Side using ChatGPT
You’ll be able to: Step 7, a vendor decision you can defend: put three quotes written three ways into one table on the same basis, check the three-year totals yourself, see what each vendor left out and send the follow-up questions.
- Module 8 · ChatGPT · Beginner · ~5 min
ChatGPT: turn rough notes into a one-page SOP in an editable document
You’ll be able to: Step 8, the procedure on one page: paste messy notes, get a clean SOP in an editable document, change one paragraph at a time and check what the AI added.
- Module 9 · Gamma · Intermediate · ~9 min
A Presentation from Your Notes in 5 Minutes (Gamma)
You’ll be able to: Step 9, the deck from your notes: paste meeting notes into Gamma, pick a theme, fix one slide by chatting with its AI and export to PowerPoint and PDF.
Prerequisites
- For the practice: a web browser. Each module runs in a copy of the real tool’s screens, so you need no account and no sign-up to start module 1.
- To do it for real: a ChatGPT account. Each module says which one it uses.
Time to complete
About 1 hour of hands-on practice across 9 modules (182 steps in all). Modules take 5 to 9 minutes each, so you can do one in a sitting and come back for the next.
Take it with you
- AI for Meetings · More ways to turn calls and meetings into notes, action items and follow-ups.
- ChatGPT for Everyday Work · The ChatGPT skills behind these modules: projects, spreadsheets, images and more.
Questions about this course
How can an executive assistant use AI?
For the reading, sorting and rewriting that fills the day: catching up on long threads, sorting requests, drafting replies, turning meeting notes into action items and recap emails, comparing vendor quotes, writing procedures and building decks. This course covers each of those jobs in a hands-on module, and every module ends with you checking the facts and promises before anything is sent in your executive's name.
Is there a free AI course for executive assistants and office managers?
Yes. This one is free: 9 short hands-on modules, about 74 minutes in all, in practice copies of Gmail with Gemini, ChatGPT and Gamma. No credit card and no sign-up to start. When you finish a module you can get a free certificate of completion.
Which AI tools does this course use?
Gemini in Gmail for summarizing threads and drafting replies, Gmail filters and labels with Help me write for sorting the inbox, ChatGPT for replies, meeting recaps, vendor-quote tables and SOPs, and Gamma for a deck from notes. Each module uses one tool and shows its real screens.
Is it safe to put my executive's emails and meeting notes into AI?
Only with the right settings and habits. The modules use made-up companies, and the replies module shows how to strip details and check what the AI added. Before you use your own threads, take the course Use ChatGPT at Work Without Leaking Client Data, which sets up data controls, memory and Temporary Chat and gives your team a one-page policy.
Will the AI send emails on its own?
No. In every module the AI drafts and you check and send. The Gmail filters module labels and pre-drafts replies but a person reads each one first, and the vendor-quote module has you check the totals yourself before the follow-up questions go out.
How long does the course take?
The course takes about 74 minutes of hands-on practice across 9 modules of 5 to 9 minutes each. It is self-paced: do one module between meetings, or start with the job that costs you the most time.
Want help doing this for real? Book a 1:1 session with Robert ($85/hour) →