Cambridge
Academy
In London

Introduction

AI is transforming executive assistance by reducing administrative workload, improving prioritization, and speeding up communication—while maintaining professionalism and confidentiality. This practical program equips executive assistants and secretarial professionals with AI-enabled methods to manage calendars, inboxes, tasks, and executive workflows more effectively, with strong quality control and responsible-use practices.

Course Objectives

By the end of this course, participants will be able to:

·        Use AI to plan schedules, optimize calendars, and manage competing priorities

·        Apply AI to triage inboxes, draft responses, and maintain executive communication style

·        Build reliable task and follow-up systems using AI-supported workflows

·        Improve meeting coordination through AI-assisted agendas, minutes, and action tracking

·        Apply confidentiality, privacy, and quality controls for safe AI use in admin work

·        Create a personal AI-enabled executive assistance playbook and adoption plan

Target Audience

This course is designed for:

·        Executive assistants, personal assistants, and secretaries

·        Office administrators supporting senior leaders and departments

·        Administrative professionals responsible for calendar and inbox management

·        Team coordinators and administrative support staff

·        Professionals seeking modern AI skills for executive support roles

Course Outlines

Day 1: AI Essentials for Executive Assistance & Safe Adoption

·        AI basics for admin work: what it can and cannot do

·        High-impact EA use cases: scheduling, email drafting, prioritization, and meeting prep

·        Prompting fundamentals: role, context, constraints, tone, and formatting

·        Confidentiality and privacy: what not to share, safe handling, and approvals

·        Activity: Build a personal AI use-case list + “safe use” checklist for your role 

Day 2: Smart Scheduling & Calendar Optimization

·        Calendar strategy: time-blocking, focus time, buffers, and decision rules

·        AI-assisted scheduling: proposing options, resolving conflicts, and time-zone logic

·        Prioritization rules: urgency vs. importance and executive preference profiles

·        Managing recurring meetings, travel blocks, and stakeholder availability workflows

·        Workshop: Create a scheduling playbook (rules + templates + AI prompts for common scenarios)

Day 3: Inbox Triage, Response Drafting & Tone Control

·        Inbox management frameworks: categorization, escalation, and response SLAs

·        AI for summarizing threads and extracting requests, deadlines, and commitments

·        Drafting replies: tone matching, diplomacy, clarity, and action orientation

·        Handling sensitive emails: approvals, red flags, and escalation routines

·        Practical activity: Inbox simulation (triage + draft responses + quality review checklist)

Day 4: Task Management, Follow-Ups & Executive WorkflowSupport

·        Creating a reliable task system: capture, clarify, prioritize, and track

·        AI-assisted action extraction from emails and meeting notes

·        Follow-up automation concepts: reminders, checklists, and status chasing templates

·        Managing executive “to-do” load: delegation support and decision preparation packs

·        Case study: Build an executive weekly workflow (agenda, priorities, follow-ups, reporting) 

Day 5: Meeting Excellence, Reporting & Personal EA Playbook

·        AI for meeting coordination: agenda drafts, pre-reads, and stakeholder briefs

·        Minutes and action tracking: decisions, owners, deadlines, and follow-up emails

·        Weekly executive reporting: priorities, risks, commitments, and upcoming calendar snapshot

·        Quality control: verification steps, confidentiality checks, and style consistency