Between managing schedules, drafting communications, researching information, and keeping your executives organised, there’s always more to do than hours in the day. That’s why many EAs have already turned to ChatGPT as a productivity partner.
But if you’re only using it to draft emails, brainstorm talking points, or answer quick questions, you’re not unlocking its full potential. ChatGPT has evolved far beyond being a clever chatbot – it can now be shaped into a highly personalised assistant that helps you save time, anticipate needs, and even streamline executive workflows.
Here are four often-overlooked features that can make ChatGPT an indispensable tool for any EA.
- Custom instructions
This feature allows you to specify exactly how you’d like ChatGPT to respond, making interactions smoother and more consistent. You can just as well shape ChatGPT into “your” assistant!
Under Settings > Custom Instructions, you’ll answer two simple prompts:
- What should ChatGPT know about you (or your executive)?
- How should ChatGPT respond?
Once set, these preferences apply across all chats. That means you don’t need to repeat instructions like “keep it formal” or “write concisely” every time.
For an EA, this is invaluable. You might:
- Ask for responses written in your executive’s tone for consistent communication.
- Request structured meeting notes in bullet-point format.
- Get simplified summaries when briefing on complex topics.
The result is a chatbot that feels less like a generic AI and more like an assistant who understands your working style.
- Deep research
EAs are often the first point of research — whether that’s preparing a meeting brief, checking industry news, or confirming travel details. Instead of juggling multiple tabs and note documents, let Deep Research do the heavy lifting.
ChatGPT can now browse the web in real time and organise findings across multiple sources. You can ask it to “summarise the latest news about X company” or “compile three key points on Y market trend,” and it will return results with citations.
This means you can:
- Create quick executive briefings backed by credible references.
- Check competitors or industry updates before meetings.
- Save time by pulling highlights instead of reading full reports.
Always double-check important details, because the AI can still produce inaccuracies. However, when speed and efficiency are crucial, deep research can deliver a good first draft of the information you require.
- Tasks, reminders, and memory
One of the most overlooked upgrades to ChatGPT is its ability to handle tasks and reminders. You can now ask it to nudge you about recurring schedules or flag deadlines, turning it into a lightweight planner.
Even more powerful is Memory. Instead of treating every conversation as new, ChatGPT can remember details about you and your work. It can recall your executive’s travel preferences, the tone of past communications, or ongoing projects. You control this memory — it can be updated or cleared at any time.
Imagine combining both features: ChatGPT remembers your executive prefers concise one-pagers, drafts them automatically, and reminds you to circulate them before weekly team meetings. For an EA, this combination makes ChatGPT feel much closer to a genuine digital assistant, not just a tool for ad hoc requests.
- Voice mode
Coordinating across time zones, or jumping between meetings? No problemo. Voice Mode can be a real game-changer. Instead of typing, you can speak directly to ChatGPT and have it respond out loud. This makes it feel more like a conversation with a colleague than a traditional chatbot. On supported devices, simply tap the microphone icon and begin speaking.
Beyond voice, you can also upload images or screenshots. Need a quick translation of a menu while travelling? Snap a photo and let ChatGPT instantly translate it. Want quick insights from a screenshot of a spreadsheet? Upload it and get immediate analysis.
For those moments when typing isn’t convenient, Voice Mode helps keep workflows moving without slowing down.
ChatGPT is evolving into a versatile global companion, not just a workplace productivity tool. And as the line between professional and personal tasks blurs, you can leverage its flexibility to manage not just your executive’s calendar, but also the personal touches that make your role so impactful. So, the next time you open ChatGPT, don’t just type in a quick question. Set it up, make it yours, and let it work smarter for you.