For your role
AI for office and admin teams
Last checked 27 September 2026
Most of an office or admin role is writing, summarising, organising and chasing, which is exactly where AI can take some of the load. It's also where the risks sit: other people's details, confidential papers and meeting notes that turn into decisions.
These guides teach whole workflows rather than lists of prompts. Each shows a worked example, what to check, what not to paste, and when doing it by hand is quicker.
Who this is for
- Office managers and administrators
- Executive assistants and PAs
- Operations coordinators
- Team and business support staff
Real tasks AI can help with
- Drafting and tidying correspondence. Replies in your own voice, chasers and difficult messages, checked before sending.
- Meeting paperwork. Agendas, pre-reads, minutes and action lists, without inventing owners or deadlines.
- Briefing packs and research. Pulling public information together, with the sources checked and cited.
- Procedures and templates. Turning how you actually do a task into an SOP someone else can follow.
- Spreadsheet help. Formulas, clean-up and explanations, with a sample checked by hand.
Tasks that need caution
- Anything with other people's personal details. Diaries, HR matters, travellers' details and contact lists stay out of unapproved tools.
- Travel and event facts. Timetables, prices and entry rules change; AI can be out of date. Check the official source.
- Minutes and actions. AI fills gaps with confident guesses. An owner or date that wasn't agreed can cause real problems.
- Confidential papers for your principal. Board papers, contracts and strategy only go into a tool approved for them.
Workflows and guides
Seven workflow guides covering the jobs that fill most office and admin weeks.
- Guide
Inbox and correspondence: triage, replies and chasing with AI
Sort a full inbox, draft replies in your own voice, chase without nagging and get the tone right on hard messages, with clear rules on what never to paste.
- Guide
Meeting prep and follow-up: agendas, pre-reads, minutes and actions
Plan the agenda, summarise the pre-reads, turn notes or a transcript into minutes and actions, and check the recap, without letting the tool invent owners or deadlines.
- Guide
Briefing packs and research: preparing your principal for a meeting
Put together a briefing pack from internal papers and public research, choose between web search and deep research, check every source and show where each fact came from.
- Guide
Summarising policies and documents without losing the detail
Keep AI grounded in the text you supply, protect the exceptions and dates that matter, turn rough notes into a proper document and compare two versions without missing a change.
- Guide
Events and travel: checklists, run sheets, suppliers and trips
Plan an event with a checklist and run sheet, compare supplier quotes fairly, research a trip while checking official sources, and handle travellers' details safely.
- Guide
SOPs and reusable templates: writing down how the office runs
Capture how a task is really done as a step-by-step SOP, organise recurring admin, turn repeated prompts into templates and saved assistants, and keep all of it up to date.
- Guide
Spreadsheet support: formulas, cleaning and checking with AI
Get formulas written and explained, clean messy data without losing the original, understand a spreadsheet you inherited, find the errors, and check the result by hand.
Interactive practice
Free lessons that go deeper
Downloads and templates
Free, editable, and yours to adapt. Templates are a starting point, not legal advice.
SOP template (Markdown template)
Minutes and actions template (Markdown template)
Briefing pack template (Markdown template)
Event run sheet template (Markdown template)
Saved instructions template (Markdown template)
Questions people ask
- Which AI tool is best for an EA or office manager?
- Usually the one your organisation has approved that can already see your work. If you use Microsoft 365, that may be Copilot; in Google Workspace, Gemini. A general assistant is fine for work with no personal or confidential details in it.
- Can I use AI to take minutes?
- It can help draft them, but you still own them. Everyone in the meeting should know if it's being recorded or transcribed, and you should check every decision, owner and date against what was actually agreed.
- Is the free material enough on its own?
- Yes. These guides are complete. The paid EA and PA pack adds tested, ready-to-use prompts and walkthroughs if you'd rather not build your own.