For many executive assistants, AI can feel like just another layer of complexity in an already demanding role. Author and speaker Tracy Sheen explores the concept that, when used with intention, AI can be your secret weapon for protecting your headspace.
As someone who’s mid-book launch while selling my house to relocate full-time into a caravan, all while maintaining a business, meeting with clients and juggling speaking gigs, I’ve had to lean hard into the tools that help me stay grounded. And AI has been one of the most powerful. “I’ve had to lean hard into the tools that help me stay grounded. And AI has been one of the most powerful,” says Tracy.
From overwhelm to order
Executive assistants are the calm in the storm. You’re the ones who keep the wheels turning, the calendars aligned, and the chaos at bay. But who’s looking after your mental load?
That’s where AI steps in—not to replace your brilliance, but to support it. Think of AI as your digital co-pilot. It can help you:
- Automate repetitive tasks like meeting scheduling, inbox triage, and travel planning.
- Summarise long documents or meeting notes so you can focus on what matters.
- Draft communications or reports in your tone, saving you hours of mental energy.
- Spot patterns in data or workflows that might otherwise go unnoticed.
These aren’t just productivity hacks—they’re headspace savers.
A quick reality check: AI in Australia
AI isn’t just a buzzword—it’s booming. According to the Australian Government’s AI Adoption Tracker, 41% of small and medium enterprises (SMEs) are currently adopting AI, up 5% from the previous quarter. Even more encouraging, 22% of businesses report faster decision-making and 18% are seeing productivity gains as a direct result of AI integration.
For executive assistants, this means the tools are not only available—they’re evolving fast. And the sooner we get comfortable with them, the more we can shape how they support us.
Mental load is the new burnout
The pressure to be “always on” is real. And for high-performing EAs, that mental load can be relentless. But AI can help you set boundaries by taking care of the noise so you can focus on the signal.
For example, using AI to pre-screen emails or generate first drafts means you’re not starting from scratch every time. That mental buffer gives you space to breathe, think, and lead. AI isn’t here to take your job—it’s here to take the edge off your job.
Calm is a strategy
Calm isn’t just a mood – it’s a strategy. When you’re calm, you make better decisions. You communicate more clearly. You lead with confidence.
AI can’t give you a bubble bath or a walk on the beach (yet), but it can give you back time. And time is the currency of calm.
Beyond the basics: AI that works while you sleep
Imagine this: your CEO is flying to London next week and wants a dinner reservation at a Michelin-starred restaurant that caters to dietary restrictions. Instead of staying up until midnight to call overseas, your AI agent handles it – autonomously. It checks availability, cross-references preferences, confirms the booking, and even adds it to the calendar with a note on dress code and travel time.
This isn’t science fiction – it’s already happening. Autonomous AI agents like Auto-GPT, Gen Spark AI and Open Interpreter are being trained to complete multi-step tasks with minimal input. For executive assistants, this means offloading not just tasks, but entire workflows.
Personalised briefings, reimagined
Now let’s talk about communication. Your CEO prefers audio over email. Instead of typing out a daily update, you feed your AI assistant a mix of meeting notes, Slack threads, and news headlines. It generates a 3-minute podcast in your CEO’s preferred tone – concise, confident, and conversational.
This kind of AI-generated media is already being used in industries like journalism and education. For EAs, it’s a game-changer in how you deliver value—tailored, efficient, and scalable.
“Calm isn’t cancelled. It’s just a few smart tools away.”
Start small, start smart
You don’t need to overhaul your entire workflow overnight. Start with one tool or one task. Maybe it’s using AI to summarise your meeting notes. Maybe it’s drafting a tricky email. Maybe it’s just asking, “What’s one thing I can delegate to tech today?”
The goal isn’t perfection—it’s progress.
Final thoughts
AI isn’t here to take your job. It’s here to take the edge off your job. To give you back the mental clarity and creative space you need to thrive – not just survive. So, the next time your day feels like a whirlwind, remember: calm isn’t cancelled. It’s just a few smart tools away.
