The Top 10 Tools EAs Can’t Live Without (According to EAs)

Executive Assistants are your resident productivity multipliers – managing time, people, priorities and pressure all at once – and often without thanks. To understand what really helps EAs thrive day to day, we asked a simple question: “What’s a tool or app you couldn’t live without?” The results were clear. 

While trends come and go, EAs consistently rely on a core set of tools that help them stay organized, communicate clearly, work smarter and support their executives more strategically.

Based on survey responses from 125 EAs across industries, here are the top 10 tools EAs say they can’t live without – and why they matter.

1. Outlook + Google Calendars

Unsurprisingly, calendars were mentioned over and over by survey participants – it’s the foundation of time management that has guided EAs yonks before AI and task management software. Simple but solid.  

What it is: 

From Outlook and Teams to shared Google Calendars, EAs rely heavily on calendar tools to manage competing priorities, time zones, meetings and ever-changing schedules. Many responses highlighted calendars as the centre of everything – not just booking meetings, but managing expectations and keeping focus. For EAs, calendar mastery isn’t admin – it’s leadership.

2. Microsoft Excel

Excel remains an EA powerhouse – no matter what new software hits the scene, Excel never goes out of style – basically, it’s the Audrey Hepburn of management tools. 

What it does: 

Whether it’s tracking budgets, managing projects, building schedules or creating systems from scratch, Excel continues to be a non-negotiable tool. Many respondents specifically called out formulas and “amazing spreadsheets” as critical to staying organized and efficient.

Old-school? Maybe. Irreplaceable? Definitely.

3. ChatGPT

ChatGPT appeared repeatedly across responses – and not just as a novelty, but as a daily productivity partner. 

What it is: 

If you’ve just come down in the last shower, ChatGPT is an AI assistant that helps people think, write, plan and solve problems using natural conversation. It is powered by artificial intelligence trained on large amounts of text. It doesn’t “think” like a human – though you might mistake it for one with its endless ability to spin a yarn – but it’s very good at:

• Understanding language
• Spotting patterns
• Generating helpful responses based on your input

EAs are using it to:

• Draft emails diplomatically – a must in the EA world!
• Summarize long documents
• Think through difficult conversations
• Save time on repetitive writing
• Work more strategically

Many respondents noted they’re only scratching the surface of what AI can do, with 47 out of 125 participants stating they’d like to learn more about using AI tools. 

4. Microsoft 365 Copilot

Closely tied with ChatGPT, Copilot stood out as a growing essential – particularly for EAs working deeply within the Microsoft ecosystem.

What it does: 

Microsoft 365 Copilot is an AI-powered assistant built into the Microsoft 365 productivity suite – that includes your usual Word, Excel, PowerPoint, Outlook and Teams apps. It uses large language models (LLMs) – much like Chat GPT – combined with your organisation’s own data stored in Microsoft Graph to help with work tasks like drafting content, summarizing information, analysing data and more – all directly within the apps you already use every day. Nifty, right? 

EAs cited Copilot for:

• Managing emails and calendars
• Improving efficiency
• Automating routine tasks
• Helping them stay ahead of executive needs

The message was clear: AI isn’t replacing EAs – it’s helping them become even more effective.

5. Microsoft Teams

From quick questions and coordination to meetings and file sharing, Teams was frequently mentioned as essential for collaboration, especially in hybrid and remote workplaces. For many EAs, it’s the fastest way to keep communication flowing without bottlenecks.

EAs say they use it for:

• Collaboration and communication
• To bring together chat, meetings, calls, file sharing and teamwork tools in one place
• Work without constantly switching apps

In a role where information is constantly moving, having one reliable place to capture everything matters.

6. OneNote & Note-Taking Tools

OneNote featured strongly as a trusted thinking space in our research.

What it does: 

It’s used to capture, organize and share notes, like a searchable version of a paper notebook – hence the name – but way more flexible.

EAs use it to:

• Capture meeting notes
• Track action items
• Store institutional knowledge
• Stay organized across multiple executives

7. Task Management Software (Asana, Trello) 

Task management tools like Asana and Trello were a consistent theme across responses.

What it does: 

Task management software are tools that help EAs or teams plan, track and complete work. In plain English: They help you answer what needs to be done, who’s doing it and by when.

EAs say they rely on structured to-do systems to:

• Manage complexity
• Prioritize effectively
• Avoid things falling through the cracks

Whether digital or simple, the ability to track tasks clearly is critical in high-pressure roles.

8. Email Tools

Email may not be glamorous, but it’s still essential. Outlook, email templates and communication tools were frequently cited – especially for managing stakeholders, handling sensitive conversations and communicating on behalf of executives. Many EAs mentioned the importance of writing clearly, diplomatically and efficiently.

9. The Ultimate EA Tool: GroupTogether

GroupTogether stood out as a tool that supports the human side of the EA role.

What it does: 

Executive Assistants are often the ones responsible for organizing group gifts, greeting cards and team events for everything from birthdays to employee appreciation – on top of already full workloads. GroupTogether makes it super easy to create a group card, collect money for a gift or send 1-1000 eGift Cards online. Here’s how: 

One place to organize everything: Instead of juggling emails, spreadsheets, messages and reminders, GroupTogether sorts your:

• Contributions
• Messages on the card
• Deadlines
• Gift

All in one simple link. 

Plus, EAs don’t need to:

• Collect cash or bank transfers (awkward in personal accounts)
• Send multiple reminders
• Reconcile payments
• Coordinate cards separately

GroupTogether automates the entire process, freeing up time for higher-value work.

No awkward follow-ups: Asking colleagues to contribute can feel uncomfortable. If you’re here reading this, you know what we mean. GroupTogether:

• Sends automatic reminders
• Clearly shows contribution status
• Removes the need for personal nudging

So EAs don’t have to be the villain – yep, we’ll play the bad cop to your good cop. 

Works for distributed & busy teams: With remote and hybrid teams, collections are harder than ever. 

Makes gifting look professional (not last-minute): GroupTogether helps EAs deliver:

• Thoughtful, well-presented gift and card combos – our AnyCard means your recipient can buy the things they actually want with 100s of retailers at their feet.
• Personal messages from the team on a group greeting card
• Consistent experiences across occasions

It elevates the moment with beautiful group card designs and animated gift unwrapping – and reflects well on the EA and the organisation.

Reduces mental load: EAs already manage a thousand moving parts. Take one thing off your plate with GroupTogether and ensure there’s: 

• Nothing forgotten
• No loose ends
• No last-minute panic

It just works.

EAs often take the lead on organizing group cards, collections, celebrations, farewells and appreciation moments – all while juggling everything else. GroupTogether makes this easy by allowing unlimited contributors, a beautiful group greeting card that everyone signs online and optional group gifting.

It’s a reminder that connection, culture and appreciation are just as important as productivity.

10. Google Tools (Google, Maps, Workspace)

From quick searches to Maps for commuting and logistics, Google tools rounded out the list. 

What it does: 

They give teams everything they need to communicate, collaborate and get work done in one connected system. These tools help EAs solve problems fast, find answers and keep things moving – especially when time is tight and decisions need to be made quickly.

What This Tells Us About the EA Role

Across all responses, a few themes stood out:

• AI is here to stay – and EAs want to learn how to use it better.
• Efficiency matters, but not at the expense of people.
• Communication, organisation and anticipation are core EA skills.
• Tools that save time and reduce friction make the biggest impact.
• EAs aren’t just looking for more tools – they’re looking for smarter ways to work.
• Recognition tools like GroupTogether are just as important as time management tools for ensuring efficiency.

The best tools don’t replace the EA role – they amplify it. From calendars and spreadsheets to AI and people-first platforms like GroupTogether, these tools help EAs focus on what they do best: enabling others, creating clarity and keeping organisations running smoothly. (So, basically everything.)

Meet the experts

Melissa Evans

Content Writer

Ali + Julie

Co-Founders, GroupTogether.

Life’s busy. That’s why we’re here to make it easy for you to collect money from a group. Less wasted time, less packaging waste, and spending a little less but giving a lot better!