10 Tools That Make Executive Assisting Simple

Updated in 2024

Executive assisting requires you to work in a fast-paced environment with efficiency and accuracy. You must be able to multitask, juggling multiple projects and action items at once. Additionally, you will need to take on new projects while continuing to get your regular day-to-day tasks done. 

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Fortunately, there are many great tools available today for executive assistants. There are apps, software programs, and hacks to help you automate certain tasks and manage your time efficiently. Let’s take a look at some of the top 10 tools that help to make executive assisting easier.

What You Need as an Executive Assistant 

With everything from scheduling apps to fast documentation and design tools, there is likely an executive assisting application you are not currently using. Let’s dive in and see which of the following could help to make your job easier.

EA Buddy

Every EA deserves an assistant! EA Buddy creates easy group scheduling, digests, itineraries, emails, documentation, and more. It even integrates ChatGPT into a more streamlined and automated workflow.

Looking for more AI tools? In addition to Grammarly below and ChatGPT, you might find Microsoft Copilot, Google Gemini, Claude, or Scribe to be a good buddy for you as well. 

Calendly

Keep your executive's meeting calendar organized with another great option: Calendly. Within this app, you can set availability, block out portions of the day, and set up conferences or one-on-one meetings. Plus, the app will send reminders via text or email for you, saving you the trouble of having to confirm appointments all day. 

Expensify 

Expensify is an expense management tool for business expenses. This app is mobile-friendly and allows employees to easily upload their mileage, work expense receipts, and reimbursement requests. If keeping track of expenses for your executive is one of your responsibilities, consider Expensify to simplify the process. 

EzCater 

If you often help plan Board of Directors meetings, luncheons, or work events, then you should consider Ezcater. This service allows you to easily connect with caterers and restaurants, so you can better handle catering for retreats, meetings, and work parties. 

Clockify 

This app provides an excellent way to keep projects on task and track time. With Clockify, you can assign tasks, see how long each team member is taking on their tasks, send reminders or deadline updates, and much more. Clockify can also be a good tool for project management.

Looking for more project management tools? Trello, Asana, Monday, or ClickUp might be a good option for you.

Grammarly 

Do you spend too much time editing and proofreading your emails, interoffice memos, and presentation slides? Grammarly is a great tool that autocorrects and edits for you as you type. It not only checks for spelling and grammar errors, but it also gives you writing advice to keep your work concise and clear. 

Dropbox

If you are not utilizing Dropbox as an executive assistant, maybe you should be. This is one of the most efficient and easy ways to store and share information, which is a vital function in executive assisting. 

Are you part of an organization that runs on Microsoft or Google? See all that Microsoft SharePoint and Google Drive have to offer. 

Canva 

Canva is a great creative design app that many administrative professionals use. With Canva, you can easily create beautiful flyers, invitations, social media posts, and more. It also allows you to share your designs via link, PDF, Jpeg, and many other formats. 

Tiny Scanner 

Executive assisting often requires you to disseminate information while you are away from your desk. Perhaps you are running errands or out of the office, but still working that day. Tiny Scanner allows you to use your smartphone or tablet as a scanner. With this application, you can take high-quality photos of documents or memos and convert them into PDFs. Then, you can easily send them out via email or text message. 

LastPass

LastPass is an easy and secure way to store login credentials to various emails, websites, software applications, and more. It will autofill logins for you and also gives you the option to grant access to select employees, without sharing the passwords. 

Improve Your Efficiency and Watch Your Value Grow

If you want to see your EA value add (and salary) increase, start using some or all of the above tools to be more efficient at work and deliver more strategic value back to the business. Additionally, continue to educate yourself on advancements in your field. Sharpen your skill set with ASAP’s continued training and administrative professional resources.