For your admin team

An AI admin assistant for your whole team, set up and checked by experts

Emails, diaries, meeting notes, data entry and chasing paperwork fill the working week. We set up AI to handle the admin tasks in the tools you already use, so your office manager, PA and team get hours back, with a person approving anything that matters.

Take the AI Readiness Check See the tasks

Example tasks

Inbox triage and replies

Diary and meeting scheduling

Meeting notes and actions

Data entry between systems

SOUND FAMILIAR?

Drowning in the inbox

Hours a day sorting, forwarding and answering the same emails.

SOUND FAMILIAR?

The same data typed twice

Orders, forms and details copied from one system into another.

SOUND FAMILIAR?

Chasing paperwork

Forms, signatures and documents chased one reminder at a time.

8 Admin tasks AI can handle

Each one built in the tools you already use, with a person approving anything that matters.

AUTOMATIONS

Inbox triage and replies

Emails sorted by priority, routine questions answered in draft, and the rest routed to the right person.

How we do it WORKFLOWS

Diary and meeting scheduling

Meetings booked from shared availability, with reminders and no back and forth.

How we do it MICROSOFT COPILOT ROLLOUT

Meeting notes and actions

Notes, decisions and follow ups written up and sent after every meeting.

How we do it AUTOMATIONS

Data entry between systems

Orders, forms and details copied into your CRM, accounts or spreadsheets for you.

How we do it WORKFLOWS

Chasing forms and signatures

Polite reminders until the paperwork is back, then filed in the right place.

How we do it AI DOCUMENT PROCESSING

Documents read and filed

Invoices, contracts and forms read, named and filed, with the key details pulled out.

How we do it AI KNOWLEDGE ASSISTANT

Answers from your own files

Staff ask a question and get the answer from your policies and procedures.

How we do it AI RECEPTIONIST

Calls answered and logged

Callers answered, messages taken and appointments booked when nobody can pick up.

How we do it

HOW IT WORKS

Five jobs, one joined-up flow

Here's how the first five tasks connect, with AI doing the legwork and your team approving what matters.

01Inbox triage and replies: Emails sorted by priority, routine questions answered in draft, and the rest routed to the right person.
02Diary and meeting scheduling: Meetings booked from shared availability, with reminders and no back and forth.
03Meeting notes and actions: Notes, decisions and follow ups written up and sent after every meeting.
04Data entry between systems: Orders, forms and details copied into your CRM, accounts or spreadsheets for you.
05Chasing forms and signatures: Polite reminders until the paperwork is back, then filed in the right place.

AI + Experts + Your Data

Any one of these on its own falls short. Together they give you the speed of AI with answers you can trust.

Does the heavy lifting

Sorts, drafts, files and fills in the routine work.

EXPERT

Checks it's right

Admin and automation specialists design the steps and check the output.

YOUR DATA

Keeps it grounded

Your inbox, calendar, files and templates keep it accurate.

Start with one task, then build from there.

No big transformation projects. We find the one thing worth doing first, prove it with a pilot, then keep building month by month.

01 · 3 MINUTES

AI Readiness Check

Seven questions and a straight answer on whether AI fits your business yet.

02 · 1 DAY

1 Day Business Analysis

A day with your team to find the quickest wins. Free for a great fit.

03 · 2 TO 4 WEEKS

Pilot Build

One workflow built, tested and handed over, so you see it working first.

04 · MONTHLY

Monthly Support

Monitoring, training and the next build. Leave at the end of any month.

IN DEPTH

The detail, in 9 short parts

01 / 09

What is an AI admin assistant?

An AI admin assistant is software that takes on the everyday business tasks that fill an administrator's day: sorting email, scheduling meetings, writing up meeting notes, copying data between systems and chasing paperwork. It understands natural language, so you can ask for things in plain language, and it works inside the existing tools your team already uses, such as Microsoft 365, Google Workspace, Xero or your CRM.

It's different from a general purpose AI assistant like ChatGPT that waits for you to type a question. An admin assistant is set up around your real week: it watches the inbox, the calendar and your forms, does the repetitive workflows automatically and asks a real person to approve anything that matters.

We set it up as AI plus experts plus your data. AI does the admin work, our specialists design the steps and check the output, and your own templates, files and rules keep every answer right.

02 / 09

Admin tasks you can automate

Most admin load in a small business comes from a handful of jobs that repeat every day. These are the ones we automate most often.

Email management: sort the inbox by priority, draft replies to routine customer questions and send follow ups on time.
Calendar management: book meetings from shared availability, send reminders and protect focus time.
Meeting prep and notes: a short brief before each meeting, then notes and actions sent to everyone in the same thread.
Data entry: form submissions, orders and contact details copied into your CRM, accounts or spreadsheets.
Document handling: invoices, contracts and forms read, named, filed and summarised.
Chasing: forms, signatures, timesheets and missing documents chased automatically until they're back.
Client onboarding: welcome emails, forms, accounts and first meetings set up the moment someone signs.
Quick answers: a knowledge base that answers staff questions from your own policies and procedures.

03 / 09

AI admin assistant vs AI executive assistant vs a human assistant

You'll see a lot of tools sold as an AI executive assistant or personal AI assistant. Most are built for one busy person: they manage one inbox and one calendar. That's useful for a founder, but it doesn't fix the admin work spread across a whole team.

An AI admin assistant set up for the business works across shared inboxes, team calendars, forms and systems. It handles the admin tasks for the office manager, the PA and everyone else, and connects to the project management tool, accounts and CRM you already use.

It doesn't replace a good human executive assistant or administrator. It takes the repetitive work off them, so they spend their time on the things that need a person: judgement, relationships and sorting out the problems AI can't.

04 / 09

Which AI tools do you use?

We start with what you already pay for. If you're in the Microsoft ecosystem, Microsoft Copilot and Power Automate can cover a lot of admin work once they're set up properly. Google Workspace users have Gemini built into Gmail, Calendar and Docs. Tools such as Claude, ChatGPT, Zapier, Make and n8n fill the gaps and connect your everyday apps.

The best AI for your business is usually a combination rather than a single tool. We choose the core stack based on your systems, budget and data rules, and avoid paying for overlapping AI tools that do the same job.

05 / 09

Best AI tools for admin work

There's no single best AI for admin work. The right AI tools depend on the core stack you already use and how your small team works. Here's how the main options compare for everyday tasks.

Microsoft Copilot: the natural choice for the Microsoft ecosystem, with email drafting in Outlook, meeting notes in Teams and analysis in Excel. Paid per user per month.
Gemini in Google Workspace: helps Google Workspace users draft in Gmail, summarise in Docs and plan in Google Calendar.
ChatGPT and Claude: general purpose AI assistants for drafting, research, quick answers and analysing documents. Both have a free plan or free tier and paid tiers for teams.
AI calendar apps: tools that handle natural language scheduling and protect focus time, useful for power users with busy diaries.
Automation tools: Power Automate, Zapier, Make and n8n connect your everyday apps and run repetitive workflows, such as copying form submissions into a project management tool.
Personal AI assistant apps: some send a morning briefing, track follow ups and do meeting prep for one person. Check the pricing model, as some use a credit system rather than a flat fee.

06 / 09

Where AI agents fit in admin

AI agents go a step further than an AI assistant. Instead of answering one question, they carry out multi step tasks on their own: reading a new enquiry, checking your calendar, drafting a reply, booking the meeting and updating your CRM, then asking a person to approve before anything is sent.

For admin work that follows the same steps every time, an agent can take a whole job off your team, not just part of it. We start with simple automation and add agents where they bring real time savings, with clear rules about what they can and can't do.

07 / 09

How administrative assistants use AI day to day

The administrators and executive assistants we work with use AI as a first draft and a second pair of hands. A typical day looks like this: a morning briefing of what's in the diary and what needs chasing, emails sorted and drafted before they've finished their coffee, meeting notes sent automatically, and project tracking updated without copying anything across.

The admin load doesn't disappear, but the repetitive parts do. That leaves time for the work AI can't do well: judgement calls, difficult conversations and keeping the whole team organised.

08 / 09

How we set it up

A typical admin automation project follows four steps.

1. Find the admin load

We spend time with your team to see where the hours go: which emails, forms, data entry and chasing take the most time each week, and which would give real time savings first.

2. Design the steps

We map each job, decide what the AI does and what a person approves, and agree the rules. Optimise first, automate second, so you don't automate a messy process.

3. Build and test

We build it in your existing tools as a pilot, from £1,500 over 2 to 4 weeks, and test it on a real week of work before anyone relies on it.

4. Train the team and support it

We train the whole team to use it, measure the time saved and keep improving it, with monthly support from £750 a month that you can stop at the end of any month.

09 / 09

Keeping control of your data

Admin work touches personal data, so we follow UK GDPR principles from the start. The AI only sees what each person already has access to, sensitive emails and files can be kept out, and anything sent to a customer, supplier or bank is approved by a person first. We sign a data processing agreement before we see any of your data.

FAQ

Common questions

What are examples of admin tasks?

Answering and sorting emails, scheduling meetings, taking meeting notes, data entry, filing documents, chasing forms and signatures, booking travel, ordering supplies and answering routine questions from staff and customers.

What are some examples of tasks I can automate?

Inbox sorting, meeting scheduling, meeting notes, copying form submissions into your CRM, filing invoices, sending reminders and follow ups, and onboarding new clients or staff.

Can ChatGPT automate tasks?

ChatGPT can draft emails, summarise documents and answer questions, and its agent features can carry out some multi step tasks. To automate admin work reliably across your own systems, it usually needs connecting to them with a tool such as Zapier, Make or Power Automate, with a person checking the output.

What is the best AI admin assistant?

It depends on your systems. Microsoft Copilot suits teams on Microsoft 365, Gemini suits Google Workspace users, and tools like Claude and ChatGPT work well for drafting and research. Most small businesses get the best results from a combination set up around their real week.

How much does an AI admin assistant cost?

Built-in assistants such as Microsoft Copilot and Gemini are priced per user per month by Microsoft and Google. Our setup starts as a pilot from £1,500, with monthly support from £750 a month if you want us to keep improving it.

Is there an AI that can be my personal assistant?

Yes. AI personal assistant tools can manage your inbox, calendar and follow ups, and assistants built into Microsoft 365 and Google Workspace can draft, summarise and schedule. For a whole business, it works best when it's set up around your shared inboxes, systems and rules.

How can admin assistants use AI?

To draft emails, take meeting notes, schedule meetings, summarise documents, fill in forms, copy data between systems and answer routine questions from a knowledge base, with the admin assistant checking anything important before it goes out.

Are admin assistants being replaced by AI?

AI is taking over the repetitive parts of admin work, not the people. Administrators who use AI well spend less time on data entry and chasing, and more time on the work that needs judgement and relationships.

AI for the rest of the business

Finance

Sales

Marketing

HR and People

See which admin tasks would pay off first

Seven quick questions and a straight answer. A great fit gets a free 1 Day Business Analysis.

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