10 Top Executive Assistant Tools: Boost Productivity and Streamline Tasks

Being an executive assistant can be challenging, especially when you don't have access to the right tools. The right set of tools will change the way you do your job, allowing you to stay focused, organized, and on track to optimize your busy schedule. Join us as we dive into the best tools for executive assistants, providing in-depth comparisons, user reviews, and ratings! 

The Role of an Executive Assistant

C-level executives are busy people. From pitching to investors, to juggling product launches, and managing teams, administrative tasks often fall through the cracks. To optimize their time and reduce the risk of oversight, executives often seek the help of executive assistants. Executive assistants handle tasks across the gamut, ranging from drafting contracts and organizing employee paperwork, to booking appointments and facilitating meetings, crafting meeting agendas and notetaking, and creating and maintaining filing and CRM systems. Because of the magnitude of this role, executive assistants feel overwhelmed, underpaid, and even burnout. It is for this reason that executive assistant tools are so important.  

Executive assistant tools are apps and programs that empower executive assistants to boost productivity and streamline workflows. The purpose of executive assistant tools is to save executive assistants time and effort by automating administrative tasks and allowing them to spend their time elsewhere. If you’re an executive assistant with a lengthy to-do list that never seems to end, this article is for you! Keep reading to learn about the best software for executive assistants! 

Top Executive Assistant Tools

1. Fellow

Fellow is one of the top productivity tools for executive assistants, allowing busy professionals to track key takeaways from executive meetings, enhance alignment across scaling teams, and amplify cross functional communication. As an executive assistant, you may be responsible for facilitating effective meetings. With Fellow, you can automate meeting reminders to keep participants accountable to fill out the parts of the agenda that require their input before each meeting. This requires no manual work on your end and ensures all meeting attendees have done the leg work prior to the meeting. Additionally, Fellow’s template library provides expert-approved meeting agendas that you can leverage to ensure progress is being made from one meeting to the next. 

As the world’s top-rated meeting management app, Fellow integrates with serval productivity tools including your Calendar, Project Management Software, HRIS and more! This makes it easy for you to implement excellent meeting habits into your existing workflows. The best part? You can get started for free! 

G2 Rating: 4.7/ 5

G2 User Review: “I use Fellow every, single day with a repeating checklist every morning that is attached to my professional morning routines. Checklists help you feel accomplished and ensure you don't leave anything out. I love it! I also love the ability to pre-set meeting agendas and change those agendas on the fly within Fellow where I take meeting notes and then share those notes with 1 or more attendees.”

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2. Slack

Executive assistants are arguably some of the busiest professionals on the planet. Between managing calendars, setting up meetings, and running errands, it's no wonder why organization and communication are top of mind. Slack is one of the top executive assistant tools, allowing executive assistants to gather and relay information both quickly and efficiently. In addition to instant messaging, Slack supports integrated file sharing, video and phone calls, and screen sharing, empowering busy professionals with a centralized hub for asynchronous communication. 

G2 Rating: 4.5/ 5

G2 User Review: “Slack is an absolute must for most companies. It allows for quick communication, easy file sharing (even large video files!), and disbursement of information. You can set up channels based on specific groups, which makes it easy to share information with just those needed. Pin files or messages to the channel, making it easy to find them later. There is an awesome feature where you can "remind me later" and then set a time when you want Slack to remind you about it. Or "save for later" where you can take messages and use them to create a to-do list that can be marked complete when done.” 

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3. Todoist

Executive assistants live in a demanding world with to-do lists that never seem to come to an end. With a never-ending list of conflicting priorities, task managers like Todoist become increasingly important. Todoist is a task manager and to-do list builder that empowers users to become more focused, organized, and calm, making it a superior choice when browsing executive assistant tools. 

With Todoist, you can simplify your demands by organizing your personal and professional responsibilities seamlessly in one space in order of importance, allowing you to prioritize your tasks accordingly. If you're looking for the best software for personal assistants, Todoist will help you stay organized and on track! 

G2 Rating: 4.4/ 5

G2 User Review: “The prioritization function is great since it lets me rank jobs according to significance and makes sure the team works on the most important things. Furthermore, the interface's ability to set deadlines and generate reminders enhances our capacity to fulfill deadlines efficiently. Also, the ability to use customizable keyboard shortcuts has significantly streamlined our workflow, allowing us to quickly navigate between projects and tasks.”

4. Trello

The best executive assistant tools are the ones that prioritize communication, collaboration, and organization and Trello ticks all the boxes. Trello is a visual collaboration tool that provides executive assistants with a space for organizing tasks, collaborating with teammates, and managing projects, making it one of the top executive assistant tools. 

Trello's boards, lists, and cards make it easy for you to organize and prioritize your projects so you can focus on short-term goals without getting sidetracked by less pressing tasks. This is especially important if you have a busy schedule with a long list of conflicting priorities. No matter your industry, workflow, or type of project, Trello will help you keep everything organized so you can focus on the tasks that matter most. Simply sign up, create a board, and get to work! 

G2 Rating: 4.4/ 5

G2 User Review: “Trello's best feature, from my perspective, is its ability to simplify task and project management. The Kanban-style dashboard interface is highly visual and allows you to organize tasks into custom columns. This is extremely useful for prioritizing, assigning responsibilities and tracking the progress of a project. In addition, the ability to attach files, add comments and set deadlines provides effective real-time communication. Without a doubt, these features are essential in a work environment where collaboration and efficiency are key.”

5. Monday.com

As an executive assistant, one of your primary responsibilities may be project management. If so, it's important to have access to the best software for executive assistants. Monday.com provides a visual and customizable project management interface, allowing executive assistants to create boards, customize columns, and use various views such as Kanban, Gantt charts, or timeline to visualize, represent, and track project lifecycles. This makes planning and tracking projects a seamless experience from start to finish. 

If you struggle with project management, Monday.com is one of the most robust productivity tools for executive assistants, supporting professionals like yourself with efficient task management, automation, and integration with other productivity tools for executive assistants, making it a valuable resource for enhancing productivity and efficiency within your role. 

G2 Rating: 4.4/ 5

G2 User Review: Monday enables you to create boards for every aspect of project management, with lots of automations that make daily work so much easier and faster. Plus, you can share boards to collaborate with colleagues and within teams. Different boards can be connected, to make updating info in different boards effortless. Working with Monday is very intuitive, no special insights required.

6. Asana

Managing a high volume of tasks in a fast-paced environment can be incredibly challenging, even more so if you don’t have access to the proper set of tools to support you in your role. Unfortunately, this is the harsh reality for many executive assistants. To combat this challenge, sourcing and implementing the top executive assistant tools is crucial. 

Asana is a project management software solution that helps busy professionals like yourself prioritize responsibilities, and keep projects organized. With Asana’s web and mobile apps, you can visualize progress, track projects, plan sprints, and so much more. Additionally, Asana integrates seamlessly with tons of third-party tools, making it possible for you to connect Asana with communication tools, calendars, and other software solutions that are crucial for centralizing information and creating seamless workflows. 

G2 Rating: 4.3/ 5

G2 User Review: “Asana stands out as the best project management software, and it's an incredibly user-friendly tool. The free version is a gem, providing access to a comprehensive set of features, including automation capabilities that have proven to be a game-changer for me. The seamless integrations with Zoom, GitHub, and other tools make collaboration a breeze, and the added advantage of project status reports has been immensely beneficial. As a user, I appreciate the robust features and user-friendly interface that Asana brings to the table.”

7. Otter.ai

As an executive assistant, you may find yourself taking meeting notes. Not only does this mean you're missing out on time that could be better spent on more meaningful tasks, but it also means you don’t get to engage in the meeting. To free up time in your schedule and allow you to engage with your teammates it's important to implement executive assistant tools like Otter.ai. 

Otter.ai is a transcription and note-taking app that automatically transcribes meetings in real time. Additionally, OtterPilot acts as a virtual meeting assistant, joining your meetings, recording audio, writing notes, capturing action items, and generating comprehensive meeting summaries. This is one of the best tools to streamline executive assistant tasks, providing you with searchable, shareable, and organized transcripts that make it easy to capture, and source important information. 

G2 Rating: 4.2/ 5

G2 User Review: “What I love most about Otter.ai is how spot-on and quick it is with transcriptions. I can actually pay attention during meetings instead of trying to write everything down. And the real-time transcription? That's just awesome. Plus, finding old notes is a breeze. It's seriously made my life way easier.”

8. Calendly

As an executive assistant, you're not only responsible for managing your own time, but you're also tasked with helping an executive or team of executives prioritize their time. As a result, you're constantly scheduling meetings, prioritizing tasks, and trying to make the most out of everyone’s time. Without executive assistant tools that help you streamline workflows and enhance your schedule, your day-to-day becomes incredibly challenging. 

Calendly simplifies scheduling, empowering users to find the perfect time to meet, every time. With Calendly, it's as simple as setting your availability, and enabling others to set a meeting time based on the parameters you have set. All you have to do is define your availability preferences, and Calendly will automatically generate a personalized link that others can use to select a time slot. Instead of spending time emailing back and forth in search of the perfect meeting time, you can simply send out your Calendly link and let the recipient do the rest. Scheduling meetings has never been easier! 

G2 Rating: 4.7/ 5

G2 User Review: “It's easy to use and customizable. It doesn't take long to learn the features and setup. Once you do, you can easily customize the types of meetings, length, locations, including buffer times, when appointments can be made. Calendly saves me time and energy.”

9. Chili Piper

Looking for another scheduling resource that will help you optimize your time? Chili Piper is a meeting automation and scheduling tool that automatically qualifies, routes, and book meetings, making it possible for you to automatically schedule meetings, without any additional work. Vyte simplifies the process of scheduling meetings by allowing users to set their availability preferences. After you’ve set your desired preferences, you can share your scheduling link with others, making it easy for them to book a time slot, eliminating the need for back-and-forth emails or calls. You can even embed scheduling links directly into websites, emails, or other communication channels, making it convenient to share your availability while maximizing your time. 

G2 Rating: 4.7/ 5

G2 User Review: “I don't need to coordinate with others. Scheduling a meeting with me can be done within seconds.”

10. Double

As an executive assistant, your to-do list never ends. You're constantly faced with a list of tasks that keep you running in opposite directions day in and day out. If you’ve ever found yourself wishing there was more time in a day, Double is for you. Double vet’s virtual assistants and equip them with AI-powered tools, so you can save time, boost productivity, and double down on tasks that are bogging down your to-do list. 

Double vets’ candidates so you can focus on what you do best. You’ll be matched with an experienced assistant who will give you support where you need it, and you can supercharge your delegation with their AI co-pilot. Double’s AI ensures your EA executes tasks more efficiently, proactively communicates, and reports their time. Unlike other top executive assistant tools, Double provides you with an assistant, allowing you to save time, and scale your efforts exponentially. 

Boost productivity and streamline tasks with executive assistant tools today! ‍

If you find yourself struggling to keep up with the demands of your profession, it's time to start using executive assistant tools to your advantage. Leveraging tools to streamline executive assistant tasks will change your life. You’ll be able to communicate more effectively, be more organized, and you may even finally complete your to-do list!