Company secretaries and administrators

uses appropriate software to produce correspondence, memoranda, reports, presentations and other documents from drafts, handwritten copy or by transcribing dictation

AI transcription and drafting tools like Otter.ai, Microsoft Copilot, and ChatGPT can convert dictation or rough notes into polished documents with minimal human editing required.

deals directly with routine correspondence

ChatGPT or Copilot can draft routine replies to standard enquiries, with humans only needing to review and send, significantly reducing composition time.

keeps appointments diary, makes travel arrangements and arranges conference and other functions

AI scheduling tools like Microsoft Copilot or Calendly with AI features can autonomously manage diaries, book travel, and coordinate logistics with minimal human input.

opens, sorts, distributes and files correspondence (both hard copy and electronic)

AI tools like Microsoft Copilot can auto-sort and categorise emails, flag priorities, and suggest filing structures, but human judgment is still needed for context and exceptions.

files and retrieves documents, sets up and maintains filing systems and reproduces copies of documentation as required

AI-powered document management systems like Microsoft SharePoint with Copilot can auto-tag, index, and retrieve documents, though humans still oversee structure and compliance.

arranges meetings, circulates agenda and other meeting documents, attends meetings, and takes and prepares minutes

Otter.ai or Microsoft Copilot in Teams can transcribe meetings and generate draft minutes automatically, though humans must verify accuracy and add contextual nuance.

answers, screens, handles and directs telephone requests and enquiries, takes messages and forwards to the appropriate member of staff

AI call-routing systems and virtual assistants can handle basic screening and FAQs, but nuanced or sensitive calls still require human judgment and interpersonal skill.

ensures office supplies such as stationery and equipment are maintained

AI can help track inventory levels or send automated reorder alerts via tools like Microsoft 365, but the physical checking and procurement actions remain human tasks.

undertakes reception responsibilities by greeting visitors and arranging refreshments

Greeting visitors and arranging refreshments requires physical presence and interpersonal warmth that AI cannot replicate in a meaningful way today.