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The AI That Is Becoming Office Vocabulary |
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The AI Tools you should know about...
Second week of January, and somehow the AI chat has already gone from “have you tried ChatGPT?” to “we’re rolling out three new tools next quarter.” It's a bit much, but don't worry - we've got you. 2026 is shaping up to be the year when AI and tech tools become part of everyday life and work, rather than a headline or a panic.
This week’s newsletter looks at staying slightly ahead of that curve without turning it into a full-time job. Having a working awareness of what tools exist, what they’re actually good for, and where there’s overlap makes conversations with your Exec, IT, or colleagues much easier. We want you to be informed enough to make sensible decisions and sound confident when AI inevitably comes up in conversation.
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That is why so many EAs are now trying to train ChatGPT to match your Executive’s style rather than relying on one-off prompts, but because we know our Executive’s style so well, a response can be factually correct and still be wrong if it sounds too soft, too formal, too long, or simply not like your Executive.
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In this guide, we’ll walk through how to write ChatGPT prompts for Executive Assistants that get useful, tailored results. You’ll find examples you can copy and tweak, tips to get better answers faster, and guidance that actually makes sense for our role. Let’s make ChatGPT work like it understands what we do. Because with the right prompt, it really can.
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The 2026 EA AI ToolKit - Even if you don’t use all of these tools, it’s still useful to know what they are and what they’re good at. AI is showing up in more workplaces, and being able to recognize the names, understand the differences, and suggest sensible alternatives helps you stay informed and credible in conversations with your Executive, IT, or colleagues.
- ChatGPT is still the most flexible option. Drafting emails, thinking through tricky situations, summarizing documents, and sense-checking decisions. Voice mode is useful for working things through out loud.
- Microsoft Copilot is a big time-saver if you’re in Microsoft 365. Meeting summaries, Excel analysis, slide creation, and Outlook support, all without copying and pasting between tools.
- Google Gemini is best if your Exec lives in Google Workspace. Pulls context from Gmail, Docs, Calendar, and Drive. Also includes image generation via Nano Banana, which is surprisingly good for clean visuals and readable text in slides and documents.
- Notion AI is useful if you manage projects, priorities, or multiple Execs. Helps turn notes into actions, summarise long docs, and search across your whole workspace.
- NotebookLM is excellent for prep work. Upload packs, policies, board papers, or transcripts and ask questions across all of them. Very handy for briefings and deep dives.
- Zapier is really powerful. Automates repetitive admin across tools, like creating tasks from emails or drafting responses based on simple rules.
- Fireflies.ai is good if you have a lot of online meetings. Records, transcribes, and pulls out actions and decisions so nothing gets missed.
- Grammarly is not very exciting, but very useful. Polishes emails, checks tone, and helps you sound clear and confident with senior stakeholders.
- Canva is fantastic for quick decks, one-pagers, and visuals without design skills. Good enough, fast, and easy.
- Jamie is a bot-free option for meeting notes. Records without having a meeting assistant join the call and produces clean summaries, which some Execs prefer.
The EA Campus Virtual Summit
January 27th, 2026 - Live over 24hrs.
Over four focused hours, you’ll explore how to bring order to a busy calendar, use AI tools like ChatGPT with confidence, communicate in ways Executives instantly recognise, and build a 90-day plan that turns goals into genuine progress. Because working strategically means focusing on what matters most and getting results.
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Whimsical
A simple but useful tool is Whimsical, especially its whiteboard feature. It gives you a clean, distraction-free space to map out ideas, processes, or conversations visually, whether you’re working alone or with others. EAs often use it to sketch workflows, plan projects, or prep for meetings where explaining something visually is faster than talking it through. It’s quick to use, easy to share, and doesn’t feel like another heavy tool to manage.
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January 21st, 2026 @ 11.00am ET | 4:00pm GMT
AI for EAs Masterclass
This live, practical training brings together the tools, workflows, and AI systems that are already transforming the EA profession - from ChatGPT and Perplexity to workflow automation, meeting tech, travel tools, and everyday productivity apps. Book now>>>
January 27th, 2026 @ Live for 24hrs
The EA Campus Virtual Summit
This Summit is your space to pause, reset, and design a way of working that’s smarter, calmer, and built for what’s next. Over four focused hours, you’ll explore how to bring order to a busy calendar, use AI tools like ChatGPT with confidence, communicate in ways Executives instantly recognise, and build a 90-day plan that turns goals into genuine progress. Book now>>>
January 29th, 2026 @ 11am EST | 4pm GMT | 5pm CEST
ChatGPT for EAs Masterclass
Unlock the full power of ChatGPT with prompts, protocols, and workflows designed specifically for Executive Assistants. In this exclusive ChatGPT for Executive Assistants Masterclass, you’ll discover how to use AI as a trusted productivity partner – enhancing efficiency, protecting sensitive information, and creating reliable outputs you can use with confidence. Book now>>>
April 22nd-24th, 2026 @ London, UK
The EA Campus Conference
Over three unmissable days, you’ll dive into game-changing sessions on the future of the Assistant role, take part in hands-on workshops that deliver practical, real-world results, and explore the latest in AI tools, tech demos, and tactical support you can use immediately. Best of all, you’ll do it all surrounded by a room full of people who get what it means to do your job, and love it just as much as you do. Book now>>>
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