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The 10 Best AI Executive Assistants For Work and Productivity

Published on
February 3, 2025

The current state of AI executive assistants

We’re appreciative that the hype in AI tools is starting to die down. While they are no less important than they were in 2023, we’ve reached the point of “disillusionment” where what has been promised or is expected has settled down to a reasonable expectation. With all of that being said, it’s also no less true that AI tools have huge potential to reinvent how people work, spend their time, and manage their day. 

With the future of AI enabled tools only to grow in importance, we thought it would be worth our time to assemble some of the best AI “executive assistants” or tools as close as possible to them to help people decide what they should be adopting in 2024.

While no list is ever perfect, we will do our best to keep this up to date over the coming years to provide a perhaps slightly biased yet thorough review of the AI assistants helping with productivity.


What to look for when trying an AI executive assistant

We break out the subject of executive assistants and their functions into 8 essential categories; 

Task Management

Task management is the process of prioritizing and organizing tasks to ensure they are completed on time. While the concept may seem straightforward, its execution can be challenging. Does the assistant effectively manage your daily responsibilities? Can they assist in prioritizing tasks? Do they offer methods to keep you on top of your workload?

Project Management

Project management involves more than just keeping track of timelines. It encompasses understanding project objectives, coordinating with team members, and ensuring cohesive project execution. Does the assistant grasp the overall goals of your projects? Are they adept at coordinating with others and integrating various project elements? Does it even have a concept of tasks? 

Knowledge Management

Knowledge management is a critical, yet often undervalued skill. It involves organizing and maintaining vital information for easy access when needed. How well does the assistant manage and retrieve important information? Do they ensure that the right information is available to you at the right moment? Can it search through all of your information to find what you need? 

Calendar Management

Effective calendar management goes beyond mere scheduling. It involves strategic planning of your time, taking into account your priorities and optimizing your schedule for peak productivity. Does the assistant plan your schedule in a way that aligns with your priorities? How effective are they at optimizing your calendar for maximum efficiency? Can it create calendar invites or manage your calendar? 

Communications Management

Communications management is the art of handling both incoming and outgoing communications, ensuring clarity and effectiveness in interactions with stakeholders. How well does the assistant manage communications? Does it send emails or slacks or other messages to outside parties? Does it help you prioritize those communications?

Performance Management

Performance management focuses on tracking and analyzing work performance to pinpoint improvement areas and recognize successes. Does the assistant help in evaluating your work performance? Can they identify areas where you can improve and celebrate your achievements? Is it keeping you focused and helping you manage your performance? 

Automation

Automation involves utilizing technology to simplify tasks, identifying which ones can be streamlined to save time for more significant activities. How effectively does the assistant integrate automation in your workflow? Do they identify tasks that can be automated to enhance productivity? Does it enable you to automate your work? 

We don’t believe this is a perfect system and plan to evolve it as we learn more about the capabilities and requirements for work focused assistants. As you evaluate these assistants keep in mind how well they stitch together a comprehensive experience for solving the core of your most pressing productivity problems


1. Atlas AI Work Assistant

The Atlas web dashboard and interface

Atlas is a modern work assistant designed to cater to the multifaceted demands of today's professional environment. It's an AI-powered tool that manages schedules, priorities, emails, and documents, all through simple, conversational commands. Atlas stands out as a dynamic solution for today’s hectic work life, offering services akin to a personal assistant. From updating project plans and scheduling meetings to managing tasks and creating documents, Atlas promises to streamline the overwhelming array of daily work tasks through its intelligent interface.

The core capabilities of Atlas

The functioning of Atlas is impressively intuitive and seamless. It integrates with various work tools and platforms, ensuring a smooth workflow. For instance, with a simple command, Atlas can update project details in Asana, schedule meetings in Google Calendar, or even generate comprehensive project plans. Its AI-assisted search capability allows users to swiftly locate documents and information across multiple platforms. The assistant auto-detects tasks from communications in Slack and email, ensuring that nothing is overlooked. This level of integration demonstrates Atlas’s ability to operate as a central hub for all professional tasks and information management.

How does Atlas fit as an executive assistant

Evaluating Atlas in terms of meeting the requirements of a modern work assistant, it appears to excel. Its ability to manage and organize tasks, prioritize schedules, and seamlessly integrate with a variety of tools aligns well with the needs of busy professionals. The AI-driven summaries and contextual understanding enhance efficiency, particularly in document creation and project management. However, the true measure of its efficacy would depend on its adaptability to individual user needs and the fluidity of its interaction with various work environments. Overall, Atlas seems poised to be a powerful ally in navigating the complexities of modern professional life, potentially reducing the time spent on administrative tasks and allowing for a greater focus on meaningful work.

2. Taskade 

The Taskade app dashboard an user interface

Taskade AI is like a Swiss Army knife for team productivity. It's an app that helps you and your team stay organized and get stuff done more efficiently. Think of it like having a digital assistant that can handle a bunch of tasks: making lists, drawing up mind maps, setting up meeting agendas, and even customizing workflows—all with a touch of AI smarts.

It's handy for brainstorming, managing projects, and keeping all your work synced up in one place. Plus, it's got this cool feature where you can chat with an AI to help move your projects along.

That said it lacks when it comes to actually behaving like an assistant, it can not manage a calendar, nor is it built for a personal individual. Unlike Atlas it doesn't have the ability to search through all your knowledge. 

3. Otter AI

The otter user interface and app portfolio

Otter is a tool that is specifically built to help you manage your meetings.

It automatically records and transcribes your meetings, whether they're on Zoom, Google Meet, or Microsoft Teams. You just link it to your calendar, and it goes straight into recording meetings and creating live transcripts. You and your team can collaborate in real time on these transcripts, highlighting important points and setting tasks. After the meeting, Otter sends you a summary, so you don’t have to sift through everything again.

The app is a big hit for various users. Sales teams love OtterPilot, which extracts key insights from sales calls, drafts follow-up emails, and updates CRM tools like Salesforce. Students, journalists, and professionals praise it for its time-saving features and ease of use, especially for those with dyslexia or anyone tired of the hassle of note-taking. Otter offers different plans tailored for teams, individuals, educational institutions, and sales teams.

Yet unlike many other productivity focused assistants it’s only a single application built to help manage the workflow from meetings to information. And lacks the essential features needed to be really an effective assistant.

4. Scheduler AI

A diagram of scheduler AI's capabilities

Scheduler AI is an AI-powered scheduling assistant that automates the process of booking meetings. It integrates seamlessly with CRM systems and other platforms like Zapier to engage, qualify, and schedule meetings with leads quickly. The tool is designed to increase the rate of successful meetings by managing and monitoring your calendar, sending reminders, and handling rescheduling when necessary. This reduces the manual effort in coordinating meetings across different teams and time zones.

The standout feature of Scheduler AI is its ability to interpret scheduling commands and act on them, making it more efficient than traditional scheduling tools. It addresses common concerns about user onboarding, integration capabilities, customization, and data security. According to its users, Scheduler AI significantly increases the number of successful revenue-generating meetings per week.

Yet similar to otter it’s only focused on becoming another scheduling tool.

5. Reclaim AI

Reclaims calendar heavy UI

Reclaim is an AI scheduling app tailored for busy teams, helping to organize meetings, tasks, habits, and breaks efficiently. It's a popular choice, used by over 30,000 companies and highly rated (4.8/5) on G2. Reclaim works across various team types, including product, sales, HR, and more, ensuring no-meeting days and focus times are respected. The app integrates tasks with your calendar and helps in prioritizing and assigning work, aiming to optimize meeting schedules and improve productivity.

Key features of Reclaim include the ability to track how time is spent across different activities, aiding in the identification of the most productive days and times. It also offers functionalities to improve work-life balance by preventing over-scheduling and burnout. The app syncs with popular work tools like Slack, Asana, ClickUp, and Zoom, enhancing team collaboration. Users like Todd Turner and Hannah Brotherton praise Reclaim for its effectiveness in time management and the significant positive impact it has on their work routines.

6. Noty AI

Notys AI meeting transcription UI

Noty is an AI-powered tool designed to make every meeting more productive by transforming discussions into actionable items. It offers AI-driven transcriptions and summaries, helping users track both team and personal performance with AI-generated to-do lists. Available for a 7-day free trial without requiring a credit card, Noty is popular, with over 40,000 happy users.

The app integrates smoothly with essential teamwork tools like Zoom, Google Meet, Gmail, Slack, and Zapier, bridging communication gaps with meeting summaries, action plans, and instant transcriptions. Noty’s main features include creating to-do lists from meeting content, offering AI-driven meeting summaries for quick insights, and providing AI-powered follow-ups to capture every detail of meetings. It's designed to boost collaboration and productivity, and is used in various fields such as project management, UX/UI research, sales, product management, HR, and engineering. Users appreciate Noty for its ability to streamline meetings, keep track of discussions, and enhance overall team output.

7. Fellow App

The fellow app calendar dashboard

Fellow is an all-in-one meeting management software designed for remote and hybrid teams, focusing on making meetings more efficient with AI and various integrative features. It's free to start and is used by a range of reputable organizations. Fellow aims to reduce the time spent in meetings by 17% through AI meeting summaries, time-saving templates, and meeting policy prompts. It ensures that each meeting is productive with collaborative agendas, where action items are assigned and synced with project management tools for better accountability and alignment.

The software's AI Meeting Copilot offers integrated AI transcriptions and summaries, linked to each meeting and calendar event, keeping all necessary information in one place. Fellow's AI can record and transcribe meetings in 10 languages, providing smart summaries that are editable for further context. It also helps in maintaining cross-functional alignment by collaborating on meeting agendas and tracking meeting decisions. Fellow centralizes the entire meeting workflow, integrating with over 50 productivity tools for easy access to meeting-related tasks and statuses. It offers powerful search and tagging functionalities for easy retrieval of meeting records and integrates with tools like Asana, Jira, and Zapier to enhance meeting and productivity workflows.

8. Reflect 

The reflect app UI and website page

Reflect AI, integrated into the Reflect note-taking application, uses OpenAI's GPT-4 and Whisper technologies to enhance the process of capturing and organizing notes and ideas. It features networked notes that create interconnected graphs of ideas, instant syncing across devices, and an iOS app for capturing thoughts on the go. The tool also offers end-to-end encryption for security, calendar integration for scheduling, and publishing options for sharing content. Reflect AI is designed to assist in organizing thoughts, improving writing, and seamlessly capturing ideas, making it suitable for both personal and professional use.

The functionality of Reflect AI aligns well with the needs of modern note-taking. It uses AI to accurately transcribe voice notes, generate article outlines, summarize key points from meetings, and improve writing quality. The app acts like a 'second brain,' organizing notes in a coherent and searchable manner through backlinks. Reflect AI is compatible with various apps and platforms, including Zapier, Readwise, Google, and Outlook, and offers Chrome and Safari web clippers for ease of use. Priced at $10 per month, Reflect AI provides a practical solution for digital note-taking and idea management, offering efficiency and innovation in a user-friendly format.

9. Lindy AI

The Lindy AI employee

Lindy is an AI tool designed to automate various tasks without requiring coding skills. It's still in beta and works based on natural language instructions, making it usable for tasks like customer support, HR, recruiting, sales, executive assistance, and more. Lindy is available 24/7 and claims to complete tasks rapidly, sometimes within a minute. However, its effectiveness and reliability in different scenarios, especially complex ones, are not specified. For medical purposes, it integrates with EMR systems to create SOAP notes from clinician-patient interactions, but the accuracy and adaptability of these notes in real-time medical scenarios are not detailed. As with any AI tool, its performance might vary based on the specificity of the instructions and the complexity of the tasks.

10. Frame

The frame card interface and branding


Frame is a workspace tool that aims to centralize various work components like tasks, wikis, whiteboards, goals, and notes. It advertises itself as a solution to the inefficiencies of task-switching and multitasking in the workplace, which it claims leads to errors, burnout, and time wastage. The tool offers features like cross-referencing across work elements and collaborative notes, suggesting it can serve as a project management and team collaboration platform. However, its effectiveness in reducing workplace chaos and enhancing productivity is not quantified beyond general claims.

The platform includes features like task management, a knowledge center (wiki), goal setting, and digital whiteboards for brainstorming. It also teases upcoming app integrations and an AI component for intelligent suggestions. While these features seem promising for enhancing team productivity, the actual impact on work efficiency, especially in diverse work environments, remains unclear. The effectiveness of its AI in generating relevant suggestions and the ease of navigating between different apps within the tool are aspects that users would need to evaluate based on their specific needs.

Contributors
Kyla Tate
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