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AI training for executive assistants
AI for executive assistants
AI for executive assistants is about the parts of the job that are heavy on reading, summarising and drafting: inbox triage, diary planning, meeting notes, briefing packs and travel.
This guide covers where AI genuinely helps, what to check before trusting it, and the confidentiality questions that matter more for assistants than for most roles, because assistants often see their principal's most sensitive material.
A clear view of useful tasks, the checks that keep them safe, and the training route that turns individual experiments into a reliable way of working.
BBC reporting describes the UK rollout of workplace AI courses. BBC: workplace AI training ↗
Copilot can summarise an email thread, with numbered citations linking to the corresponding emails. Microsoft Support: Summarise an email thread with Copilot in Outlook ↗
New to the topic? Read the background on artificial intelligence.
AI training for executive assistants
where does AI for executive assistants help most?
Summarising, first drafts and structuring information under the assistant's control.
The strongest uses are summarising long email threads, drafting routine replies, turning meeting transcripts into actions, and assembling briefing packs from existing documents.
Diary and travel work benefits less from AI writing and more from AI organising: comparing options, listing conflicts and drafting itineraries for the assistant to confirm.
In each case the assistant stays the decision-maker; AI for executive assistants is a drafting and reading aid, not a replacement for judgement about a principal's priorities.
Summarise threads.
Draft routine replies.
Organise, then confirm.
AI training for executive assistants
how does AI help with the inbox?
It summarises threads and drafts replies for the assistant to review.
Microsoft documents that Copilot in Outlook can summarise an email thread, with numbered citations linking back to the original messages.
Google describes Gemini in Gmail as able to summarise emails and draft responses.
Citations and summaries speed up reading, but the assistant should open the source email before acting on anything time-critical or sensitive.
AI training for executive assistants
can AI for executive assistants handle meeting notes?
Yes, where transcription is on and attendees know it.
Microsoft explains that Copilot in Teams meetings can answer questions using the meeting chat and, where available, the transcript; after the meeting a transcript must exist to ask about what was said.
That means notes depend on someone starting transcription, and on the organisation's rules about recording and consent.
Assistants should check action owners and dates against what was actually agreed before circulating notes.
| Check | What to establish |
|---|---|
| 1 | Transcription is required. |
| 2 | Respect recording rules. |
| 3 | Check owners and dates. |
AI training for executive assistants
what confidentiality questions should an assistant ask?
Who can the tool see data for, and is it used for training?
Microsoft states that Copilot only accesses data the signed-in user has permission to access, so a delegate with access to a principal's mailbox may see AI summaries of that material.
Microsoft also states that prompts, responses and Graph data are not used to train foundation models; Google states in its Workspace privacy hub that Gemini only accesses content the user can access and is not used for model training outside the domain without permission.
Those commitments apply to the enterprise products. Consumer chatbots and personal accounts are a different matter and should not be used for a principal's material.
AI training for executive assistants
what should assistants check before relying on AI output?
Accuracy, tone and anything involving names, dates or money.
Google's Workspace learning centre warns that Gemini features may suggest inaccurate information and should not be relied on as professional advice.
For AI for executive assistants, the high-risk errors are wrong dates, wrong attendees, misread figures and replies in the wrong tone for the relationship.
A simple rule works: anything that commits the principal to time, money or a position is checked line by line.
Check dates and names.
Check tone.
Line-by-line for commitments.
AI training for executive assistants
how should teams learn AI for executive assistants?
Through training on their own tools and tasks.
AI training for executive assistants is most effective on the organisation's own licence, using realistic dummy inboxes and diaries.
If the organisation uses Microsoft 365, see Microsoft Copilot training; if it uses Google Workspace, see Gemini training.
Assistants in law firms can join the support-staff track of AI training for lawyers, and wider teams can follow AI training for employees.
Train on your own licence.
Use dummy inboxes.
Pick the right platform route.
Make the decision concrete
What does the current task cost in time?
Choose a task connected to ai for executive assistants and enter its current workload. This gives you a baseline to discuss before buying training or commissioning a build.
A baseline is useful even if you decide to keep the process manual. Measure the work that matters, then compare quality and review effort as well as time.
Assess the workflow before changing it, or plan business AI training if the gap is how people use existing tools.
Your current workload
Estimate how much time the existing task takes before discussing ai for executive assistants.
16 hours per week
People × minutes × weekly tasks ÷ 60. A workload baseline from your inputs, not a prediction of AI time savings. Include review and support time when comparing a proposed workflow.
A useful AI investment leaves your team able to do the work and judge the result.
Continue with the right question
Where should you go next?
Use the overview for context, then follow the pages that match your delivery decision.
See our ai training service or read the ai training for teams overview.
FAQ
Questions, answered
Evidence and further reading
Which sources support the guidance?
Source links support the specific background described here. The practical checklists and illustrative examples are predeploy’s guidance.
BBC reporting describes the UK rollout of workplace AI courses. BBC: workplace AI training ↗
Copilot can summarise an email thread, with numbered citations linking to the corresponding emails. Microsoft Support: Summarise an email thread with Copilot in Outlook ↗
Gemini in Gmail can summarise emails and draft email or chat responses. Gmail Help: Collaborate with Gemini in Gmail ↗
Copilot uses meeting chat and transcript where available; asking about what was said after a meeting requires a transcript. Microsoft Support: Catch up on meetings with Copilot in Teams ↗
Microsoft states that Copilot data access is scoped to the signed-in user's permissions. Microsoft Learn: Microsoft 365 Copilot architecture ↗
Microsoft states that prompts, responses and Graph data are not used to train the foundation models. Microsoft Learn: Copilot data, privacy and security ↗
Google states Gemini only accesses Workspace content the user can already access and does not use it to train generative AI models outside the domain without permission. Google Workspace Admin Help: Generative AI in Google Workspace Privacy Hub ↗
Google provides Workspace learning resources and warns that generated suggestions may be inaccurate. Google Workspace: generative AI training and help ↗
Background reading on the broader field of artificial intelligence. Wikipedia: artificial intelligence ↗
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