7 Great Digital Tools Every Executive Assistant Should Use
Being an executive assistant is not an easy job. In fact, some of our Executive Assistants would say it’s not even really one job, but many jobs rolled into one! From everyday tasks like managing your executive’s calendar, or planning events, to large tasks like CRM migrations, or logistics support — being a world-class Executive Assistant means being a true factotem.
At 33Vincent we are borderline obsessed with performance and productivity, so we created this quick list of the best of the best tools our executive assistants recommend.
If you like this list, you might like our recent article, on our favorite apps for remote work too!
Base was created specifically for Executive Assistants. It was also created by Executive Assistants!
Base isn’t really a single tool, but a collection of them. Instead of bouncing back and forth between multiple apps, Base allows you to consolidate your work into one easy-to-use platform. Just like the best EAs, it wears many hats. Instead of using a collection of tools, you can use one. Here’s a quick rundown of what it does:
Base Digest: This tool allows you to easily create customized updates for your executive. It integrates your calendar, meeting notes, files, attachments, events, and more into one easy-to-use, drag and drop platform. It really saves quite a bit of time!
Decision Stream: This tool puts all the decisions that need to be made by your executive into one place, and allows them to make quick selections. Need your executive to choose between two meal options? Simply push the options to your exec via Decision Stream for a quick response. It’s also a handy way to send your exec reminders or check-ins.
Dossier: Keep all of your important information in one easy-to-use place. From loyalty numbers and logins to important notes or other key information, Dossier is a great way to keep track of anything you’ll need quick and easy access to. It’s especially useful if you work with multiple executives.
Base Inbox and Tasks: Although these two services are currently still in beta testing, we’re really excited about them. Tasks aims to integrate with Slack and email platforms to make project management a breeze. Base Inbox aims to add another, even higher level of integration, allowing you to send key information directly to base for easy storage and tracking.
Notion is another fantastic way to organize your information and create a centralized digital hub for your work. At the core, Notion is a database designed for maximum ease-of-use. It allows you to easily manage projects, create wiki pages, calendars, to-do lists, and much, much more.
The best part about Notion is that everything is integrated, so when you’re doing something like creating a project timeline you can easily tag a calendar entry or another info page without taking the time to look it up. It also allows you to imbed images, links, or files with a simple drag and drop system.
Loom was our number one pick for helpful apps to use in a remote work environment. Not only is it extremely useful for general remote work, but it’s also a fantastic tool for Executive Assistants.
Sometimes you need to explain something visually or with more detail than an email can provide. Whether you’re working as a virtual executive assistant or your executive is on-the-go, there are many times you cannot call your exec over to actually demonstrate what’s going on. Time is precious.
Here’s where Loom becomes essential. This service and its extension allows you to very easily record your screen and microphone into a video, and then provides a link in moments to your recording. The best part is, it’s completely free for up to 100 videos.
If you’ve ever found yourself struggling to keep up with taking notes during a meeting, Otter.ai is here to help! Powered by a constantly learning AI, Otter.ai automatically generates notes from meetings, interviews, or important conversations. It makes it easy for an executive assistant to take notes.
Another great feature is that it archives these conversations, and makes them easily searchable. Instead of poring over your notes you can now easily find the important information you’re looking for with a simple search!
Asana is a fantastic tool designed around collaboration and team project management. It allows you to create projects, assign tasks to a specific person, set deadlines, and communicate in a simple, easy to use platform.
If you’re an executive assistant working on a larger task with many moving parts, Asana is the perfect way to stay on top of your workflows and make sure everyone knows exactly where the project is, and what the next steps are. Some of our Executive Assistants at 33Vincent use Asana projects to manage running meeting agendas and action items for their executive’s direct reports and leadership teams.
How many times have you been planning an event and had to spend a lot of valuable time just picking out the food? ezCater has saved us tons of time by making the selection of food options a total breeze!
It allows you, the executive assistant, to easily choose from reliable local caterers across the United States with a few clicks of a button. Wherever your meeting or office is, ezCater really does make it easy to order catering. Not only that, they also have some amazing customer service if something goes wrong.
To top it off, they’ve introduced a new COVID-smart service called Relish to help offices around the U.S. make office lunches safer during the pandemic.
Efficient, clear communication in business is essential, and sometimes email just doesn’t cut it. Especially if you’re a virtual executive assistant, being able to contact your executive or their team immediately in a non-invasive way is essential. The problem is, when it comes to instant messaging, there are many, many different services to choose from.
Although there are many different messaging platforms, Slack truly sets itself apart from the rest. Its dependability and many integrations with other services simply make it the best of the best. It also features a high degree of automation, making Slack a useful tool for nearly everything you can imagine!
Did you find this article helpful?
We have newsletters designed specifically for Executive Assistants and Business Leaders! Sign up to receive our bi-weekly newsletters at the very bottom of this page and you’ll receive more productivity tips and tricks directly to your inbox.
33Vincent has many other resources to help you maximize your time and communication with your executive assistant.
