Search jobsAdministrative professionals have always been the backbone of business operations, from organizing schedules to managing communication and keeping workflows running smoothly. But today’s administrative assistants are doing more than just supporting teams, they’re using AI tools to work more efficiently and take on higher-level responsibilities with confidence.As artificial intelligence becomes more integrated into daily workflows, administrative roles are evolving quickly. This shift is not only increasing operational efficiency but also enabling assistants to take on more strategic responsibilities, including project coordination, data analysis and executive support.In this article, we’ll explore how AI tools for administrative professionals are redefining the role, the digital skills that matter most and why emotional intelligence remains essential in an increasingly automated workplace.
Level Up Your Career: AI Tools for Administrative Professionals
How AI is transforming the day-to-day work of administrative professionals
AI isn't taking over admin roles, it’s removing the repetitive, manual aspects and making space for more strategic work. Administrative professionals who embrace these tools are positioning themselves as tech-savvy partners in business operations. Here's how today’s tasks compare to the traditional day-to-day:SchedulingTraditional: Manually coordinating meetings via email or calendar invites
AI-enhanced: AI tools suggest optimal meeting times, automate invites and flag conflicts (e.g., Microsoft 365 Copilot, Clockwise)Note-takingTraditional: Typing meeting minutes during or after callsAI-enhanced: AI transcription tools like Otter.ai or Fireflies.ai automatically capture and summarize key pointsEmail managementTraditional: Sorting, flagging and responding manuallyAI-enhanced: Smart inbox assistants help prioritize emails and draft responses (e.g., Gmail’s Smart Reply, Superhuman—soon to be acquired by Grammarly!)Organizing travel and expensesTraditional: Manually booking trips, comparing prices and entering expenses by handAI-enhanced: Tools like Navan and SAP Concur book travel based on company policies and automate expense reports using scanned receipts and synced dataTask managementTraditional: Tracking tasks with sticky notes or spreadsheetsAI-enhanced: AI-powered platforms automate task creation based on meetings, emails or deadlines (e.g., Motion, ClickUp AI)Presentation creationTraditional: Manually building slide decks using templates, stock visuals and lots of formatting timeAI-enhanced: AI-powered tools like Beautiful.ai, Gamma or Microsoft Copilot generate slide layouts, suggest content and offer design enhancements in secondsExplore the top administrative and customer support roles in demand for 2025.
Skill-building tips for admins in the AI era
AI isn’t replacing administrative professionals, but it is transforming what’s possible in the role. But to stay competitive and future-ready, it’s important to build confidence using AI tools for administrative professionals. The more adaptable and tech-forward you are, the more doors you’ll open. Administrative professionals who blend AI fluency with strong soft skills are perfectly positioned to thrive.Here are a few ways administrative professionals can invest in their growth as AI becomes more integrated into the workplace:1. Embrace AI tools earlyStart experimenting with tools that can enhance your workflow, like scheduling assistants, AI writing aids or smart task managers. The more fluent you are in these tools, the more effectively you can support your team and take on new challenges.2. Strengthen digital and data literacyUnderstanding how to interpret dashboards, use cloud-based platforms and manage digital files isn’t optional anymore, it’s become an essential part of the administrative toolkit. Look for training in Excel, CRM systems and project management platforms that use AI features. Learn how to confidently ask for professional development training that supports your career goals.3. Level up your communication skillsAs AI takes over some of the admin workload, your interpersonal and professional communication skills will be in higher demand. The ability to manage conflicting interests, communicate with clarity and support others under pressure is more important than ever.4. Take initiative with project workOffer to support or even lead small projects. Whether it’s organizing a team offsite or creating new digital filing systems, stepping into a coordinator or project support role shows leadership potential.5. Look for stretch opportunitiesAsk to shadow departments you’re curious about or take on assignments that build cross-functional knowledge. These experiences can prepare you for future roles in operations, HR, project management or even executive support at a higher level.These 7 tips can help you build stronger administrative skills that keep you moving forward.
Why emotional intelligence still matters in an AI-driven admin role
As AI continues to streamline scheduling, document creation and other repetitive tasks, administrative assistants are gaining more time for work that can’t be automated, like building relationships, like building relationships, helping teams work more effectively together and supporting them through change. Even the best AI tools for administrative professionals can’t replace emotional intelligence, which remains critical in navigating workplace dynamics.Administrative professionals are often the go-to problem solvers (and gatekeepers) in an office. Whether it’s navigating a sensitive request from an executive, supporting a colleague through a high-stress project or diffusing tension in a team setting, these moments require empathy, discretion and strong interpersonal skills—not just efficiency.AI can’t read the room, but administrative professionals can. By combining tech-savviness with emotional intelligence, today’s top administrative assistants can:Anticipate needs and adapt communication styles for different stakeholdersHandle confidential or sensitive information with tactBuild trust with executives, team members and clientsHelp create a positive, productive office culture, whether in-person or remoteAI is transforming how administrative work gets done, but it’s not replacing the people behind the role. While smart tools can handle routine tasks with speed and accuracy, it’s the human qualities—adaptability, empathy, discretion—that make administrative professionals essential. The future of this career isn’t about choosing between tech and talent; it’s about using both to bring even more value to the teams they support.
