Generative ai for executive assistants - administrative professionals - use cases, methods and safety

Montpellier

By the end of this training, participants will be able to use ChatGPT/Copilot and other alternatives chatbots to write, summarise, structure, and coordinate key executive assistant tasks (emails, meeting minutes, action tracking, reporting), while applying quality, confidentiality, and compliance reflexes (EU GDPR + AI Act basics)

Programme (delivered in English)


Introduction: Key stakes & best practices for generative AI in executive support
• What generative AI does well / poorly, limitations (hallucinations), “augmented assistant” mindset
• Golden rule: time saved + quality standards + human validation


Overview of the tools used during the day
• Free vs paid tools (including free tiers)
• Conversational AIs (ChatGPT / Copilot / alternatives), summarisation/structuring tools
• How to chain tasks: from brief → draft → validation → final deliverable


Executive assistant core use cases
• Writing & rewriting: emails, internal notes, invitations, diplomatic follow-ups
• Meetings: agenda prep, structured note-taking, minutes + action plan
• Coordination: action lists, trackers, prioritisation, follow-up messages
• Reporting: summaries, weekly updates, formatting (bullet points, tables)


Hands-on practice (guided workshops)
• Effective prompting (including RCT: Role–Context–Task, tone/format constraints)
• Building a reusable prompt library
• Fast summarisation of documents (notes, transcripts, simple tables)
• Combining multiple inputs into a single deliverable
• “Shaping AI to your style”: instructions, tone guide, templates, quality checklists


AI onboarding in the company (executive support version)
• What you can do / should never do (confidentiality, sensitive data, anonymisation)
• Simple governance reflexes: validation, traceability, storage, sharing rules
• How to coordinate with executives, HR and IT to stay safe without slowing down


Conclusion
• How to keep improving: monitoring tool evolution, testing new features safely Quality control: verify, source, rewrite, enforce formats
• Suggested resources + 15-min/day practice routine

 

Teaching & learning methods
• Alternating short inputs (trainer-led) and guided hands-on practice
• Training materials provided: templates, checklists, prompt library
• Group discussions + “Prompt Clinic” feedback loops
• Practical exercises based on realistic office scenarios (meetings, emails, internal notes)