AI Transforming Administrative Roles Amid Workforce Challenges

Secretaries and administrative assistants face new challenges as artificial intelligence tools like ChatGPT and Claude increasingly perform parts of their workload. Although this women-dominated profession is susceptible to AI-driven job loss, some administrators have adopted technology to their advantage.

Deanna Danger, who has held administrative roles since 2003, sees adaptation as crucial. She began using AI professionally in 2022, collaborating with peers to learn. Now, AI tools handle her note-taking, allowing her to contribute actively in meetings. As an executive assistant, Danger finds her tasks now take minutes instead of hours.

While AI’s future impact on this field remains uncertain, job numbers have declined. In 2004, around 3.5 million worked in administrative roles, with nearly 97% being women. By 2024, projections show this number could drop unless in the medical field, expected to grow by 4% due to healthcare expansion.

Unemployment for office support workers, a group including administrative roles, rose to 4% from 3.6% last June. Increases in productivity from technological advances like word processing and scheduling apps have continually lowered demand in these roles.

The Brookings Institution reports that clerical workers, mostly women, face high exposure to AI displacement. Many in this sector are over 55, earn less than average, and may lack education beyond high school.

Danger and others believe administrative assistants can adapt. Her virtual coffee chats share AI use cases, from creating flyers to drafting social media content. Nonetheless, concerns about data security and AI regulation persist. Participants agree AI complements but doesn’t replace skills like emotional intelligence and relationship-building.

Fiona Young, founder of Carve, trains assistants on leveraging AI. Companies like Google and Amazon are clients, expressing the need for employees to use AI effectively. Despite advancements, AI cannot replace the nuances of roles evolved by modern assistants.

Oana Manolache, CEO of Sequel.io, expects staff to integrate AI. Her assistant, Stephanie Martinez, uses AI for streamlining tasks like note-taking to focus on human-centered work. AI supports rather than replaces the complex role of an executive assistant.

Martinez works remotely through Viva Talent, which matches Latin American assistant talent with US tech companies. AI allows her to creatively manage tasks such as increasing customer reviews, freeing time for strategic thinking.

The ability to strategically apply AI is vital for assistants interested in the technology but lacking resources. Gender dynamics play a role, often pairing female assistants with male leaders. Coach Melissa Peoples emphasizes the importance of finding one’s voice with effective AI training.

The Associated Press covers women in the workforce with financial support from Pivotal Ventures. AP maintains content responsibility and standards at AP.org.