Personal assistants and other secretaries

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

AI tools like Microsoft Copilot, ChatGPT, and Grammarly can draft, format, and refine documents, reports, and presentations from rough notes or dictation with minimal human editing required.

opens, sorts, distributes and files correspondence (in hard copy and electronic) and deals directly with routine correspondence

AI email tools like Microsoft Copilot in Outlook can automatically sort, categorise, and draft responses to routine correspondence, significantly reducing manual handling time.

translates documents and liaises with overseas clients and suppliers

DeepL and ChatGPT can produce high-quality translations of business documents quickly, though human review remains important for cultural nuance and relationship-sensitive communications with overseas clients.

arranges appointments, keeps business diary, organises travel arrangements, makes reservations and organises a variety of functions

Tools like Microsoft Copilot and Google Calendar AI can automate scheduling, suggest travel options, and coordinate bookings, but complex logistics, preferences, and last-minute changes still benefit from human oversight.

arranges and attends meetings, takes minutes and prepares records of proceedings

Otter.ai and Microsoft Teams' transcription features can automatically generate meeting minutes, but a human is still needed to attend, contextualise decisions, and ensure accuracy of nuanced discussion points.

acts as a first point of contact for a manager or team with colleagues and people from outside organisations, fields telephone enquiries, takes and passes on messages

AI chatbots and virtual assistants can handle routine enquiries and message routing, but human judgment is still needed for sensitive communications, tone management, and relationship nuance with key stakeholders.