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AI for office managers who keep everything running

For Office managers, administrators and executive assistants.

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What this helps you do: Use AI to take the drafting and the chasing off your plate across minutes, policies, supplier emails and onboarding packs, while the judgement about people, money and what the office actually needs stays with you.
What you leave with: A repeatable workflow and a starter prompt you can adapt to your own work.
What to check before trusting it: You know which unanswered email actually matters this week and which one can wait until Thursday

Best fit today: Gemini, Claude or ChatGPT.Our read of the reviewed tool guides, not tested by us. Reviewed 19 September 2026. Open a tool guide for what each one does with this kind of work.

When to use this

You are the person everyone comes to. There are minutes to write up, three suppliers who have not replied, a policy that is two years out of date, and an inbox that refills while you are looking at it.

Turns your rough meeting notes into minutes with decisions, owners and dates pulled out as separate lists
Drafts the fourth polite chase to a supplier who ignored the first three, without sounding either rude or apologetic
Rewrites a dense policy or a long internal announcement into something staff will read to the end
Builds a first onboarding checklist for a new starter from the scattered steps you currently hold in your head

Workflow

Keep one workspace per recurring job instead of re-explaining your office every Monday. Claude Projects gives each body of work its own chat history and its own knowledge base of uploaded files.
Paste or dictate your raw meeting notes and ask for three separate lists: decisions made, actions with an owner and a date, and questions nobody answered.
For chasing, give the tool the plain history. What was agreed, what has arrived, how many times you have already asked. Then ask for something short and firm rather than a formal letter.
When the job has to end as an actual document rather than another chat answer, pick a tool built for that. Claude Cowork is designed so you describe the task and then start, steer and review it while it produces the files.
If you let a tool look across your mailbox and calendar, keep it to reading. Gemini's Connected Apps can use Gmail, Calendar and Drive once you allow them, and you choose which apps are connected, so start with finding things and keep sending and booking in your own hands.
Read the finished thing once as the person who is about to receive it, then send it yourself.

Prompts to try

Use it, adapt it, and make it your own.

Here are my rough notes from a staff meeting: [paste them]. Give me three separate lists: decisions made, actions with an owner and a due date, and open questions nobody answered. Use only what is in my notes. Where an owner or a date is missing, write [WHO?] or [WHEN?] instead of guessing one.

Ask Bit to adapt it →

Human lens

You know which unanswered email actually matters this week and which one can wait until Thursday
You know the Friday afternoon leave request is really about a hospital appointment, and you write back accordingly
You check every date, invoice number, room booking and surname before anything goes out under your name
You decide what a policy should say, because a rewrite can tidy a sentence and quietly drop a requirement in the same pass

What to avoid

Minutes are a record. An invented action or an owner assigned to the wrong person becomes an argument six weeks later, so anything the tool filled in for you goes back to the room before it is circulated.
An office manager's inbox holds home addresses, bank details and the reasons people are off sick. Anthropic's own guidance is to keep things like bank account details and login credentials out of your chats, and your colleagues' private circumstances deserve the same instinct.
A tool reading your mailbox can follow the whole email thread and still miss the corridor conversation where the supplier agreed something different.
Do not let a smoother rewrite change what a policy requires. Where a rule is stated, compare the new wording against the old one line by line.

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Reviewed 19 September 2026