The ultimate guide to administrative tasks and duties
20 tools to supercharge your executive assistant skills
Meeting and scheduling
1. Calendly
Top features
- Your colleagues can sync Calendly to their own calendar or update their available hours on the platform directly.
- Make sure your teammates never miss a meeting with automated reminders.
- Organizing for employees across the globe? Calendly automatically syncs to attendees’ different time zones.
2. Clockwise
Top features
- Clockwise lets you pre-set an automatic buffer of your choosing on either side of meetings to help avoid back-to-back meetings and events.
- Automatically accepts, changes, or declines meetings in line with your needs. Allowing you to focus on your work without interruptions.
- If a participant needs to prioritize something else in their schedule, Clockwise adjusts meeting times dynamically based on everyone's availability.
3. SavvyCal
Top features
- Establish parameters so your boss or team is not overwhelmed by back-to-back meetings.
- Create personalized booking links and host them on a custom domain to offer a sleek, professional experience.
- Set preferred time slots to encourage invitees to book the appointments that suit you or your C-Level the best.
4. Superhuman
Top features
- Automatically filters your emails into categories according to their level of importance so you can easily prioritize your inbox.
- Share a live view of an email with colleagues instead of having to keep forwarding it or cc them in to add comments.
- AI suggests context-aware replies in your voice to help banish writer’s block and speed up responding to common requests.
Project and task management
5. Asana
Top features
- Effortlessly create, assign and keep tabs on tasks across small teams, departments or entire organizations.
- Connect with colleagues through dedicated workspaces where collaborators can share resources and leave comments to keep projects on track.
- Check up on a project’s progress with just a few clicks.
6. Monday.com
Top features
- The user-friendly platform enables seamless collaboration by allowing project participants to share files, deliver updates, and provide feedback. Making sure everyone is up to speed.
- Automated processes eliminate those mind-numbing chores like assigning tasks and reminding teams of upcoming deadlines.
- AI ensures no one gets overwhelmed. By flagging where team members might be taking on too many tasks, Monday.com can reassign duties to keep key targets on track.
7. ClickUp
Top features
- Tailor the platform to your needs and choose from calendar, board, list, Kanban, or Gantt chart formats to view and manage your tasks.
- Automate your processes, project handovers, and other repetitive manual tasks.
- Keep your team on the same page by assigning projects, sharing files, adding comments, and collaborating directly within tasks.
Travel management and expense management
8. TravelPerk
Top features:
- With an extensive inventory, employees can book flights, hotels, trains, rental cars, and other transportation all on one platform with no need to pay up front. Need to make last-minute changes? Adjust arrangements in just a few clicks.
- Balancing company budgets and traveler preferences can be tough. TravelPerk allows you to integrate your company travel policies into the booking process so coworkers can choose from pre-approved options.
- Wave goodbye to chasing receipts. Consolidate invoices and generate travel spending reports in seconds with easy-to-use mobile and desktop dashboards.
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Book, organize and control your business travel, all in one place.
9. Payhawk
Top features
- Create hierarchies and automate the approval process to eliminate manual errors and put your time to better use.
- Gone are the days of chasing team members for receipts; Payhawk sends automatic reminders or can make it mandatory for staff to attach them when submitting reimbursement requests.
- International spending made simple. Payhawk users can spend on company credit and debit cards in over 30 countries and seven currencies.
10. Spendesk
Top features
- Make purchasing more secure by issuing virtual and physical cards for staff spending andpaying for services and subscriptions.
- Set up automatic spending limits and expense approvals to help keep employees policy-compliant.
- You don’t need to be in the dark. Monitor transactions in real-time for immediate insight into team spending to ensure you’re on track with company budgets.
Communication and collaboration
11. Loom
Top features
- Capture your screen, camera, or both to explain ideas, give product walkthroughs, provide feedback, or deliver updates.
- Add your company's branding to videos and embed CTA links so viewers can easily contact you or access more information.
- Track viewer analytics, including who has watched your video and how much they've engaged with it, and sync with your CRM to follow up effectively.
12. Notion
Top features
- Customize pages, databases, and task boards to create a workflow that suits your needs.
- Collaborate with your team by tagging coworkers in the comments of your notes so they receive an instant notification for time-sensitive tasks.
- Connect Notion with other apps like Google Drive, Jira, and Trello to centralize your workflow and optimize productivity.
13. Miro
Top features
- Work simultaneously with colleagues using Intelligent Canvas, a virtual whiteboard with space to add sticky notes, diagrams, text, and other visual elements.
- Let Miro AI save you significant time by turning your mind maps and ideas into summaries, briefs, diagrams, and interactive prototypes.
- Kick-start your projects with ready-made templates in various formats, such as mapping and diagramming or strategy and planning.
14. Fellow
Top features
- Create meeting agendas with your participants, allowing everyone to contribute and stay up to speed ahead of time.
- Record the meetings and produce a transcription in just a few clicks. With Fellow you can share these documents and assign action items for participants to follow up on.
- Fellow integrates with over 50 tools, including calendars, task managers, and video conferencing software, to seamlessly manage every aspect of your meetings.
Automation and AI tools
15. Otter.ai
Top features
- The notes created in Otter.ai can be shared, searched, edited, and organized easily.
- The AI system has a speaker ID feature which can distinguish between different voices and label your transcription accordingly.
- Compatible with other platforms such as Google Meet, Dropbox, and Zoom.
16. Grammarly
Top features
- Grammarly allows you to set tone of voice and goals for your writing before flagging spelling mistakes, grammatical errors, and issues with sentence structure.
- Not only does it highlight errors, but it also uses generative AI to provide suggestions to further enhance your writing and spot where you might be plagiarizing other sources.
- As well as their straightforward desktop platform, Grammarly can be used on the go. Their mobile app and web browser extension means you always have access to expert advice.
17. Zapier
Top features
- Instantly link more than 7,000 apps, from Hubspot and Mailchimp to Stripe and Docusign, and automate your tasks between them with no tech skills necessary.
- Use native Zapier app integrations, such as the scheduling or the data format tool, for even more functionality.
- Set up custom workflows to reduce your to-do list. With Zapier tasks like updating documents or sending emails are completed without your manual input.
Useful productivity tools
18. Pocket
Top features
- Save web pages, articles, videos, and links with one click, and add searchable tags for rapid recall.
- Read saved content offline, perfect for travel days or in areas with patchy data coverage.
- Stay updated on the latest industry news with curated feeds of trending articles based on your interests.
19. Timely
Top features
- Timely tracks your work in the background and automatically records the time spent on each activity.
- See how much time is spent on client projects to ensure your team stays on schedule and within budget.
- Receive detailed reports so you can more accurately allocate resources. Get data that can help you identify where you can improve workflows and boost efficiency.
20. Lastpass
Top features
- Executive assistants can grant access to other employees without revealing master passwords.
- Users can autocomplete their login info with just one click.
- Allows you to set up designated groups for secure and stress-free password sharing.
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Make business travel simpler. Forever.
- See our platform in action. Trusted by thousands of companies worldwide, TravelPerk makes business travel simpler to manage with more flexibility, full control of spending with easy reporting, and options to offset your carbon footprint.
- Find hundreds of resources on all things business travel, from tips on traveling more sustainably, to advice on setting up a business travel policy, and managing your expenses. Our latest corporate travel resources and blog posts have you covered.
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