Will AI replace Executive Secretaries and Executive Administrative Assistants?

AI can do 90% of the work Executive Secretaries and Executive Administrative Assistants do at least twice as fast. People already use it for 5 of their 22 tasks, while 14 more are ready but barely used so far. Robots can technically handle 1 physical task. 2 still need a person.

AI is already doing this5 · 29% of time

People already use AI for these tasks in real work, based on Anthropic's analysis of how Claude is used.

  • Prepare invoices, reports, memos, letters, financial statements, and other documents, using word processing, spreadsheet, database, or presentation software.Mostly automated12% of time
  • Prepare responses to correspondence containing routine inquiries.Mostly automated5% of time
  • Make travel arrangements for executives.Mostly automated5% of time
  • Conduct research, compile data, and prepare papers for consideration and presentation by executives, committees, and boards of directors.Mostly automated5% of time
  • Review operating practices and procedures to determine whether improvements can be made in areas such as workflow, reporting procedures, or expenditures.Mostly assisted1% of time

AI could do this next14 · 61% of time

AI can speed these up by at least half, but real use has not caught up yet. These are next in line.

  • Manage and maintain executives' schedules.14% of time
  • Answer phone calls and direct calls to appropriate parties or take messages.6% of time
  • Perform general office duties, such as ordering supplies, maintaining records management database systems, and performing basic bookkeeping work.6% of time
  • Prepare agendas and make arrangements, such as coordinating catering for luncheons, for committee, board, and other meetings.6% of time
  • Coordinate and direct office services, such as records, departmental finances, budget preparation, personnel issues, and housekeeping, to aid executives.6% of time
  • File and retrieve corporate documents, records, and reports.4% of time
  • Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution.3% of time
  • Compile, transcribe, and distribute minutes of meetings.3% of time
  • Attend meetings to record minutes.3% of time
  • Meet with individuals, special interest groups, and others on behalf of executives, committees, and boards of directors.3% of time
  • Provide clerical support to other departments.3% of time
  • Set up and oversee administrative policies and procedures for offices or organizations.1% of time
  • Interpret administrative and operating policies and procedures for employees.1% of time
  • Process payroll information.1% of time

Robots can technically do this1 · 5% of time

Physical tasks that today's robots can perform in at least some settings. Robots are cost competitive for very few tasks so far, so this change moves slower.

  • Open, sort, and distribute incoming correspondence, including faxes and email.Robots: purpose built settings5% of time

Still needs a person2 · 5% of time

No real AI use, no proven AI speedup and no robot that can do it yet. This is the part of the job to build on.

  • Greet visitors and determine whether they should be given access to specific individuals.3% of time
  • Supervise and train other clerical staff and arrange for employee training by scheduling training or organizing training material.3% of time

Your week is not the average

Describe what you actually do and get a personal report: your own tasks, what AI can already do, what stays yours and a 90 day plan.

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What this means

AI can already do almost all of this work at least twice as fast. Real use is still behind at 25 out of 100, so the change here is only getting started. Expect the role to shift toward deciding what to do, checking AI's work and owning the result.

What to do next

  • Do the 5 tasks AI is already handling with AI yourself. Your peers already are, and it is quickly becoming the baseline.
  • Get ahead on the 14 tasks AI could do next. These move as tools improve, so learning them early pays off.
  • Keep an eye on the 1 physical task robots can technically do. Cost keeps most robots out of work today, so this shift is slower.
  • Build on the 2 tasks that stay human. This is where your judgment, skill and relationships matter most.
Legal Secretaries and Administrative Assistants100%Medical Secretaries and Administrative Assistants86%Secretaries and Administrative Assistants, Except Legal, Medical, and Executive95%Telephone Operators90%Court, Municipal, and License Clerks88%Credit Authorizers, Checkers, and Clerks92%

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