Content Management 101: A Toolkit for Administrative and Executive Assistant Success

For most administrative and executive assistants, what you were hired to do and what you do daily is quite different. 

You wear multiple hats hourly, and you’ll often need to jump into the content ring to help other departments (or your executive) close the gap. 

If content isn’t in your general wheelhouse, knowing what resources you need to succeed can be overwhelming. We’re highlighting a few of the best tools to have, no matter your current role. 

Content Management 101: Finding Success Within Your Role

There are many content management approaches, depending on your responsibilities and what you’re trying to accomplish. Here are some of the most effective tools to use. 

Administrative Assistants 

Some administrative assistants handle primarily clerical duties like filing, answering phones, and scheduling meetings. Others, especially in smaller companies, are more involved in marketing and sales processes, including content creation and social media marketing. 

GrammarlyAI 

GrammarlyAI is a software application that uses AI to enhance users' writing skills and create impactful content. Admin assistants can use GrammarlyAI to create professional emails, documents, memos, and more. 

Hemingway Editor

Hemingway Editor is an advanced writer and editor that detects common grammatical errors, makes suggestions as you write, and much more. The editor makes formatting suggestions, including headers, images, font guides, and more. Whether writing a blog post or crafting a lengthy email, Hemingway can help you finish it. 

IdeaFlip

As you attend meetings and calls throughout the day, IdeaFlip is a great resource to have on your side. Designed for brainstorming, organizing ideas, and collaboration between teams and individuals, IdeaFlip acts as a virtual sticky note for jotting down notes. 

After meetings, you can organize your sticky notes by theme or idea. Thus, making it easy to craft minutes, summaries, and other content for the leaders in your organization. 

Executive Assistants

Many executive assistants may manage the social media profiles of the executives they serve. From creating thought leadership pieces for an executive’s LinkedIn to crafting high-level meeting notes, there are many tools and resources for your content management needs.

ChatGPT

ChatGPT is a chatbot that can create text-like responses to prompts and directions provided by the user. ChatGPT can write or summarize articles, generate templates for virtually anything, answer questions, and more.

Whether you’re writing a blog post for an executive or crafting social media posts for your personal LinkedIn, ChatGPT is a genius tool to have in your arsenal. 

Otter.AI

Otter.AI is an artificial intelligence tool that transcribes audio into text. From large meetings to one-on-one conversations, OtterAI can save you significant time by taking notes and meeting minutes. Otter integrates with Zoom for virtual meetings and supports collaborative live transcription between colleagues. 

Yoast SEO

Some EAs work directly with Marketing and Sales to ensure the key performance indicators (KPIs) are being reached through various channels. Yoast SEO is a content analysis tool to improve readability and ranking on search engines. 

From blog posts to eBooks, product guides, and website pages, Yoast SEO provides a score based on the “SEO health” of each page. The platform makes keyword suggestions to increase each page’s ranking online. 

Utilizing a Content Management System (CMS)

If Content Manager is one of the hats you wear as an admin professional, you are most likely already using a content management system (CMS). 

A CMS is a platform where users can create, manage, and publish content to an organization’s website. The CMS often hosts both a website and a blog. Popular CMS platforms include WordPress, Squarespace, Wix, and Magento. 

Many of the above tools integrate with these CMS platforms, making them simple to use and saving time and effort. 

Ramp Up Your Content Management Skills 

Content marketing is a significant part of the Marketing and Sales departments. If that’s an area you want to be involved in, content management is an essential skill set.

For more information on utilizing content and other marketing tools in your administrative career, look to ASAP. We are here to help you improve your skills, grow, and be a valuable asset to any organization.