David Morel outlines why Assistants must stay alert, accountable, and firmly in control of every output when using AI
Over the past 25 years of recruiting Assistants across the business support sector, I have seen the role evolve dramatically from a traditional secretarial function to that of a trusted business partner. The introduction of artificial intelligence (AI) is simply the latest shift, but one that is now profoundly changing how Assistants work.
Many are now comfortable using AI to support administrative tasks, freeing up time to focus on strategic support and those more personal requests that demand discretion. Still, as Assistants increasingly embed AI into their day-to-day, the demand for responsible use is growing.
We are all becoming accustomed to seeing the same AI-generated content appearing everywhere. From my perspective, this has increased the need for accountability from Assistants using these tools to support their role. For the efficiency benefits of AI to pay off, Assistants must apply human judgment to filter and refine outputs before they reach senior stakeholders.
It is a common assumption, particularly outside the profession, that AI reduces the Assistant’s workload. In reality, the opposite seems true. The Assistants I speak to report feeling just as busy, if not more. Upwork found that AI has increased their workload, with almost half struggling to meet the productivity expectations placed on them.
Staying in Control While Using AI to Support Your Work
Despite increasing workload pressures, it is vital not to become complacent with AI. Responsible use means leveraging tools to support your work rather than completely automating full tasks. While AI tools may assist, you must always complete a final check for quality control.
There are countless tools designed to ease administrative workload. Used thoughtfully, they can save valuable time, but only when paired with strong oversight.
1. Transcription and meeting notes
Tools such as Notion, Otter, or Zoom transcription can capture meeting dialogue automatically, often generating summary emails immediately after the meeting. However, this convenience comes with risk, as automated summaries offer little control over what is shared, unless settings are carefully managed. This is where the Assistant’s judgment is imperative:
- Deciding what is a formal action vs an informal discussion
- Removing sensitive or speculative commentary
- Ensuring the tone and wording reflect senior-level expectations
2. Tone support and communication clarity
Once an email, agenda, or meeting summary has been drafted, AI tools can refine your tone and clarity. Platforms such as Goblin Tools, designed for neurodivergent users, are helpful to recognise tone or formalise language.
That said, it is still the Assistant’s responsibility to decide whether a message is appropriate and how the unique relationship between sender and recipient should influence wording.
3. Email triage and task automation
Inbox tools such as Outlook rules or SaneBox can categorise and forward incoming emails to reduce inbox overload. These automations are undeniably useful, but they still require human reasoning to determine which requests require immediate attention and when escalation is necessary.
The Dangers of a Lack of AI Accountability
In Senior Assistant roles, context sensitivity is indispensable. Completely automating meeting minutes without careful reviewing, for example, could risk sharing incorrectly transcribed information, misattributing statements, or exposing informal commentary, all of which can have serious consequences when supporting C-suite-level executives.
It is therefore unsurprising that a CIPD poll found just 1% of people trust AI to make significant workplace decisions. So, while it might help you shave time off daily tasks, it doesn’t possess the discretion that sits at the heart of the Assistant-executive relationship.
The Assistant as ‘Final Quality Control’
While none of us can predict the future of AI, it is evident that tools just aren’t yet capable of understanding nuance, company politics, or emotional context. This means that Assistants who use AI to support their role will increasingly take on a ‘final quality control’ role, ensuring that any automated outputs are accurate, appropriate, and aligned with company culture.
In my experience, this role shift is ultimately positive for all parties, allowing Assistants to spend fewer hours on administrative tasks and more time supporting their principal with those particularly personal or strategic tasks that really drive business forward.
