8 Best AI Tools for Executive Assistants in 2025

Finding the right AI tools can revolutionize an executive assistant's role, shifting focus from reactive tasks to proactive support. Here's a quick look at our top recommendations for 2025, highlighting their core strengths.

Why it's a top pick: Executive assistants often juggle numerous tasks that, while small individually, collectively consume significant time. GenFuse AI stands out by enabling EAs to automate complex, multi-step workflows that span across different applications. Instead of performing each step manually, GenFuse AI lets you describe your desired outcome in plain English, and its AI copilot, Gen, builds the automation for you. This means less time spent on repetitive tasks and more time on strategic support.

Ideal User: Executive assistants looking to move beyond simple task automation and build comprehensive, inter-app workflows that handle everything from scheduling follow-ups to managing document approvals.

Key Features:

• AI-Powered Workflow Creation: Describe your automation needs, and the AI builds it.
• Cross-Application Integration: Connects with Gmail, Google Calendar, Notion, HubSpot, Slack, Google Drive, Google Sheets, and more.
• No-Code Interface: Build powerful automations without any coding knowledge.
• Transparent Workflows: Every step is described in plain English, making them easy to understand and manage.

Pro-Tip: Start by identifying the most tedious, multi-step process you regularly handle. Could it be creating meeting summaries, drafting follow-up emails, or organizing incoming inquiries? GenFuse AI excels at connecting these dots automatically.

Pricing: Freemium model with paid plans starting at $15/month.

Why it's a top pick: Scheduling meetings, especially across different time zones or for multiple stakeholders, can be a major time sink for executive assistants. Calendly automates this entire process, allowing EAs to set their availability and let others book time directly, eliminating the endless back-and-forth emails.

Ideal User: Executive assistants who spend a significant portion of their day coordinating meetings and appointments for executives, teams, or clients.

Key Features:

• Automated Scheduling: Share a link, and attendees can book based on your availability.
• Calendar Integrations: Syncs with Google Calendar, Outlook Calendar, Apple Calendar, and more.
• Meeting Buffers: Prevent back-to-back meetings to ensure preparation time.
• Customizable Meeting Types: Set specific durations, locations, and details for different meeting needs.

Pricing: Free basic plan, with paid plans offering more features like integrations and team scheduling.

Why it's a top pick: An executive assistant's inbox can quickly become overwhelming. SaneBox uses AI to analyze your past email behavior and intelligently filter your incoming messages, moving less important emails to separate folders while ensuring critical communications land in your main inbox. This significantly reduces distraction and helps EAs focus on what matters.

Ideal User: Executive assistants dealing with high volumes of email who need an intelligent system to prioritize and organize their inbox.

Key Features:

• Intelligent Email Filtering: Automatically sorts emails into various folders (e.g., SaneLater, SaneNews).
• One-Click Unsubscribe: Easily unsubscribe from unwanted newsletters.
• Do Not Disturb: Pause emails during focused work periods.
• Reply Tracking: Get reminders if you haven't received a reply to an important email.

Pricing: Starts around $7/month, with different tiers based on features.

Why it's a top pick: Taking detailed notes during meetings can divert an EA's attention from active participation or other vital tasks. Fireflies.ai acts as an AI notetaker, transcribing conversations from virtual meetings across various platforms. Beyond transcription, it can summarize key points, identify action items, and create searchable meeting archives, making follow-ups more efficient.

Ideal User: Executive assistants who manage meeting logistics, ensure accurate record-keeping, and need to quickly disseminate meeting outcomes or action items.

Key Features:

• Automatic Meeting Transcription: Integrates with Zoom, Google Meet, Microsoft Teams, and more.
• AI Summaries: Generates concise summaries and identifies action items.
• Searchable Conversations: Easily find specific moments or topics within recordings.
• Speaker Identification: Distinguishes between different speakers in the transcript.

Pricing: Free trial available, with paid plans for more transcription credits and features.

Why it's a top pick: Executive assistants often create, edit, and organize various documents, from meeting agendas to internal communications. Notion AI seamlessly integrates AI capabilities directly into the Notion workspace, allowing EAs to generate ideas, draft content, summarize documents, or rephrase text without leaving their primary knowledge management tool. This boosts efficiency in content creation and organization.

Ideal User: Executive assistants who heavily rely on Notion for organizing information, managing projects, and drafting various written communications.

Key Features:

• Content Generation: Draft blog posts, meeting summaries, emails, and more.
• Text Transformation: Summarize, expand, translate, or simplify text.
• Brainstorming & Idea Generation: Get AI assistance for creative tasks.
• Seamless Integration: Works directly within any Notion page or database.

Pricing: An add-on to existing Notion plans, typically around $10/month per member.

Why it's a top pick: For an executive assistant, clear and professional communication is paramount. Grammarly Business goes beyond basic spell-checking, offering advanced grammar corrections, style suggestions, tone detection, and plagiarism checks. It ensures that all written output—from emails to reports—is polished, professional, and consistent with the company's brand voice across the entire team.

Ideal User: Executive assistants responsible for drafting critical communications, presentations, and documents, who need to maintain a high standard of written accuracy and professionalism.

Key Features:

• Advanced Grammar & Spelling Checks: Catches complex errors that standard checkers miss.
• Style & Tone Adjustments: Provides suggestions for clarity, conciseness, and professional tone.
• Plagiarism Detection: Scans billions of web pages for potential plagiarism.
• Brand Voice Consistency: Can be customized to enforce specific company writing guidelines.

Pricing: Team and business plans available, with per-user pricing.

Why it's a top pick: Executive assistants often play a crucial role in managing projects, tracking initiatives, and coordinating team efforts. ClickUp is an all-in-one productivity platform that helps EAs organize tasks, collaborate with team members, set reminders, and monitor progress across multiple projects. Its flexible nature allows it to be adapted to various executive support needs, from managing events to tracking departmental goals.

Ideal User: Executive assistants who manage projects, track tasks for their executive or team, and need a centralized hub for communication and progress monitoring.

Key Features:

• Task Management: Create, assign, prioritize, and track tasks with ease.
• Project Views: Multiple ways to visualize projects (list, board, calendar, Gantt).
• Collaboration Tools: Real-time chat, comments, and document sharing.
• Customizable Workflows: Tailor the platform to fit specific project needs.

Pricing: Free plan available, with paid plans offering advanced features for teams and businesses.

Why it's a top pick: Similar to Fireflies.ai, Otter.ai is an excellent tool for transcribing spoken words into text, but it particularly shines in real-time transcription of both live conversations and pre-recorded audio. For executive assistants, this means accurate records of phone calls, in-person meetings, or even dictations, without the need for manual note-taking, making information retrieval much faster and more accurate.

Ideal User: Executive assistants who need reliable, real-time transcription for various voice interactions, including informal discussions, phone calls, or quickly dictating notes.

Key Features:

• Live Transcription: Converts speech to text in real-time.
• Speaker Identification: Differentiates between speakers.
• Keywords & Summaries: Automatically highlights key terms and generates summaries.
• Integrations: Connects with Zoom, Google Meet, and other conferencing tools.

Pricing: Free basic plan for limited transcription, with paid plans for extended features and usage.