What does an executive assistant do all day? For starters, they’re responsible for booking meetings, sorting emails, and driving projects forward. That’s just the tip of the iceberg, with sensitive information and other critical tasks to juggle too. 

When time is money, executive assistant tools step in to rescue the day, saving hours by automating routine tasks and processes. In their absence, tasks can be problematic, resulting in late submissions and elevated worries.

What business leaders need most from their executive assistants is proactive, efficient support – and that requires staying on top of the latest workflow-enhancing tools and technologies.

Effective executive assistants stay ahead of the curve by taking advantage of the industry-proven tools that separates them from the pack. Let’s talk about them.

1. Calendar Management: Google Calendar or Microsoft Outlook

Managing a founder’s schedule is a top priority, and using an efficient calendar management tool is essential. Sync up with Google Calendar to bring order to your chaotic schedule, and Microsoft Outlook – the tool that gets your email, calendar, and contacts in perfect sync. These two efficient solutions are the answer to scheduling conflicts and disorganized meetings.

• Set up automatic reminders for meetings and deadlines.
• Schedule recurring events to avoid missing important dates.
• Share calendars with executives and team members to enhance coordination.

Armed with these tools, executive assistants become master schedulers, dodging conflicts and keeping their high-powered bosses on track.

2. Email Management: SaneBox or Boomerang

Emails can be overwhelming, but executive assistants can use smart email management tools like SaneBox or Boomerang to stay in control.

• SaneBox filters unimportant emails, allowing assistants to focus on high-priority messages.
• Boomerang schedules emails to be sent later and reminds users to follow up on unanswered messages.

By freeing themselves from email organization and follow-up drudgery, executive assistants can reclaim a big chunk of their day and keep the communication perfect.

3. Task and Project Management: Asana or Trello

Maximize your business by keeping track of tasks and projects is crucial for executive assistants. Asana and Trello are excellent platforms that help organize to-do lists, assign tasks, and track progress.

• Asana offers task delegation, project timelines, and progress tracking.
• Trello uses boards and cards for a visual approach to task management.

Using these tools ensures that all tasks are well-organized, deadlines are met, and nothing falls through the cracks.

4. Document Management: Google Drive or Dropbox

Executive assistants deal with numerous documents daily, making secure and organized storage a necessity. Google Drive changes the game by putting everything you need in one convenient, cloud-based hub. Dropbox makes it possible to work on a project with someone halfway around the world as if you’re sitting next to each other. It’s like having your own personal file genie. 

• Google Drive allows real-time collaboration on documents, spreadsheets, and presentations.
• Dropbox offers secure file sharing and cloud backup to prevent data loss.

Executive assistants rely on these tools to keep their important files at their fingertips, in perfect order, and fully protected.

5. Communication and Collaboration: Slack or Microsoft Teams

Efficient communication is key for any executive assistant. Imagine staying connected with your team wherever you are – that’s what Slack brings to the table. Say goodbye to email clutter and hello to a world of organized conversation – all within the dynamic ecosystem of Microsoft Teams. 

• Slack provides real-time messaging, file sharing, and integration with other productivity tools.
• Microsoft Teams offers video conferencing, chat, and document collaboration within the Microsoft ecosystem.

Executives and their teams can now seamlessly connect and converse thanks to these platforms, which executive assistants leverage to keep everyone on the same page.

6. Travel Planning: TripIt or Expensify

For executives who frequently travel, c-level executive assistants need reliable travel planning tools like TripIt and Expensify.

• TripIt organizes travel itineraries in one place, including flights, hotel bookings, and rental cars.
• Expensify simplifies expense tracking by scanning receipts and automating expense reports.

Executive assistants can forget about travel headaches and billing disputes, thanks to tools that get the job done right the first time.

7. Note-Taking and Organization: Evernote or OneNote

Taking detailed notes during meetings and keeping track of important information is a vital task for executive assistants. Evernote and OneNote offer powerful note-taking capabilities.

• Evernote allows users to capture notes, images, and voice memos, all searchable and easily accessible.
• OneNote integrates with Microsoft Office and enables structured note organization.

Armed with the right tools, executive assistants can easily access and retrieve crucial data in a flash, keeping them ahead of the game.

8. Password Management: LastPass or 1Password

For anyone swimming in a sea of passwords, LastPass is the lifeline you’ve been waiting for – a smart and intuitive solution that simplifies the password paradigm. From autofilling passwords to generating strong ones, 1Password has got your back when it comes to online security. Strengthen your digital defenses with trusty storage systems designed to safeguard your login credentials.

• LastPass stores passwords securely and auto-fills credentials for fast logins.
• 1Password generates strong passwords and allows secure password sharing with executives.

Security conscious executive assistants can now breathe a sigh of relief, thanks to these tools that streamline login credential retrieval.

Enhance Productivity with the Right Tools

The right set of executive assistant tools can transform how executive assistants manage their daily tasks, ensuring efficiency, organization, and effective support for business leaders. By leveraging these tools, executive assistants can streamline workflows, minimize distractions, and focus on high-impact responsibilities.

Elevate your executive assistant skills and start achieving new heights! Supercharge your workflow by incorporating these powerful tools – the payoff in terms of productivity and efficiency will be huge!

At Strivo, our executive assistants sure know how to use those tools. Bool a discovery call today so we can discuss more about making your business a whole easy to manage effectively!