6 Vital Tools For Executive Assistants

by Josh Biggs in Software on 15th October 2020

As an executive assistant, you’re always taking on different roles as the day goes on. You’re either managing a calendar, planning events, or coordinating travel, but regardless of what you’re doing, you need an effective way to do it. That’s why we created this list to make your life easier while also improving the way you manage your clients’ workloads.

PDF to Word Converter like Clever PDF

It’s always useful to have a bunch of different conversion software because other clients will prefer different methods, despite the fact they may make their own lives harder. If your client has a bunch of text they want you to input on Word manually, you can use a PDF to Word converter to cut that time significantly. Now, you can use that time to do other tasks for your clients – like cleaning up the Word document, so the information is presented in a more pleasing or well-organized way.

Audio Transcript Software like Otter.ai

It’s a known science that you can speak faster than you can type, and this becomes incredibly clear when you’re trying to keep up while writing notes during a meeting. Otter.ai can help make your job easier by typing out what is being spoken in person or on a Zoom call by transcription in real-time. Those working remotely will find this really helpful because you can save yourself and your client responding back and forth through email with different notes. Now, you can just collaborate with them through the app from previous video calls.

Desktop Streamlining Apps like Shift

If you use Opera, you’re probably already familiar with the way it uses little widgets to place your needed apps and bookmarks on a tab placed on the left of the screen. Shift allows you to toggle between many login-based apps and work tools without entering or remembering codes, and you can access all of these at once from an interface. Shift supports email, calendars, and apps like Asana, Basecamp, Duolingo, Instagram, Facebook, and other social media apps. All you need to do is download the application to get started.

Constructive Feedback Apps like Impraise

Getting constructive feedback is integral to improving your business metrics because it gives you a great jump-off point for improvement. Impraise is useful because it’s an intuitive social-media interface that allows you to select a task that you want your team members to give feedback from. All of your employees from different departments are encouraged to collaborate and speak up about various inconsistencies, positives, or pain points in the organization or projects. This will bring you one step closer to streamlining your work efforts.

Email Reminders like Boomerang

When managing multiple clients, it can be challenging to keep track of all the many emails that flow through your inbox daily. Boomerang is a tool that can integrate into Gmail and Outlook, and it helps you schedule emails, set follow-up reminders, and organize your inbox to keep the flow of conversation moving as optimized as possible. You just need to install the extension. While Boomerang is helpful for communication, it helps you stay consistent by scheduling emails within your time limits, pausing inbox inquiries, and will send automatic follow-ups if you’re busy.

Time Zone Scheduling like with Time Zone Ninja

It’s typical for online executive assistance to handle affairs for people who live overseas or to collaborate with people who live in different timezones. Time Zone Ninja is a desktop interface that allows you to enter attendee locations to find the perfect meeting times, so you don’t need to do so yourself. It takes a lot of time to make sure everyone can come to a meeting, but now you can do so without the risk of errors. You’ll be able to speak to multiple people all over the world without having to make you or your other clients lose sleep.

Categories: Software