6 workflows for EAs and admins to automate

You're juggling 12 browser tabs, three inboxes, and a calendar that's already blown up twice before lunch. Your exec needs tomorrow's board meeting prepped, Q1 expenses compiled, and April travel booked—all while you're cleaning up notes from this morning's sync. If you're an EA or admin, that chaos is likely familiar. But there is a way to stop feeling like a firefighter and more like the strategic partner you're meant to be. 

With Zaps—what we call automated workflows—you can run administrative tasks like these on autopilot, so you can feel more at ease and reclaim time for high-impact work. Plus, Zapier is SOC 2 Type II certified and enterprise-grade, meaning you can rest assured your exec's data will stay secure no matter what process you automate.

Ready to build some Zaps? Keep reading for inspiration and templates to get you up and running quickly.

Table of contents

• Tame your inbox and draft emails in your exec's voice

• Build pre-meeting briefs from calendar events

• Send meeting recaps to other apps

• Schedule tasks from Slack reactions

• Create travel requests from intake forms

• Spin up a Zapier AI assistant for FAQs and intake

Tame your inbox and draft emails in your exec's voice

We've all spent too much time organizing email inboxes and separating the stuff that matters from the lower-priority messages.

Whether your exec gets too many emails to count, you regularly miss out on important information that gets buried, or you struggle to write emails at scale, AI can help you tame any inboxes you monitor—and streamline your output. 

That's because AI can write summaries of emails and send them to you where you manage your tasks. It can even create digest batches of email summaries—sent, say, twice daily to you in Slack—so you or your exec can scan emails fast without living in Gmail or Outlook.

And if the exec you support gets 200 emails a day, half of which need a response? You can let AI handle the first pass, prompting it to follow a certain voice and tone.

Build pre-meeting briefs from calendar events

Before an exec enters a meeting, they need context: who's attending, what the last conversation was about, and what they're supposed to decide by the meeting's end. As an assistant, you're the external hard drive who has to keep all that context straight and share it with your exec at just the right moment.

Instead of staying plugged in to the ever-changing context, set up a Zap that triggers when a meeting is scheduled, updated, or about to start. It can pull meeting details, look up attendees in your CRM, then use AI to compile everything into a pre-meeting brief—saving it to your docs, sending it via chat, or drafting an email.

By the time your exec has started the meeting, they're already prepped, and you didn't break a sweat.

Send meeting recaps to other apps

After a leadership sync wraps, someone needs to extract the decisions made, log the action items, and send a recap to the team. And if you're an EA, that someone is probably you.

Try delegating the work to automation. That way, when a meeting recording hits your video conferencing tool or cloud storage, AI can pull out key decisions and next steps, then Zapier route them wherever they need to go: project management tools, chat channels, your doc system, or even a draft email directed to attendees.

You don't need to listen to hour-long recordings or hunt through notes. The Zap does the heavy lifting for you. You just review the summary, make sure it's accurate, and move on with your day.

Schedule tasks from Slack reactions

Your exec just added a certain emoji to a message in Slack. You both know what that means: this needs to get done. But now you've got to open your task manager, create the task, set a due date, and copy over the context. It's not hard. It's just friction you could do without.

Build a workflow that does it for you. When a specific reaction gets added to a message, Zapier can automatically create a task in your project management tool, calendar, or issue tracker. The message content becomes the task description.

Now, you no longer have to switch apps or manually log every single request. If your exec reacts to it, the system handles it.

Create travel requests from intake forms

Making travel plans can involve endless back-and-forth communication. You need to collect dates, preferences, and budget approvals, find hotels close to the office or client your exec is visiting, and so on. Half the time you're chasing down missing details before you can even start booking.

Slow down that frantic pace with a Zap. When someone submits a travel request by form submission, you can have the details land in a spreadsheet or database, then send an email to the correct approvers, receive a notification in a chat app, or create a task with everything you need to move forward. You aren't limited to three steps, either. Need the email and the Slack notification and the calendar event? Stack these actions all in a single Zap.

Spin up AI chatbots for FAQs and intake

Your exec likely gets a lot of the same questions every week. You've fielded them all a hundred times, but people keep asking because they don't know where else to look.

Instead of repeating yourself, build a chatbot using Zapier Chatbots and point it at the questions and workflows you're tired of handling manually. Give the bot a clear directive (for example, "You're an internal EA assistant that answers FAQs and collects the right details for new requests") and load it up with your company policies, links, and how‑tos. 

Once the chatbot is live, it can handle FAQs, intake for new requests, and basic triage—then escalate the edge cases or sensitive stuff to you. Instead of playing human help desk, you can spend your time on work that actually requires your judgment. Learn how to set this up in our Chatbots feature guide.

Streamline executive ops with AI

Even if you have "admin" in your title, that doesn't mean you need to be buried in admin work. Your time is too valuable for that. With automation and AI, you can offload those tasks, standardize your exec's workflows, and stay focused on the strategic efforts that require your judgment. 

Build your systems once, then let them run in the background while you do the work only you can do. Get started in the Zap editor today.

This article was originally written in May 2023 by Elena Alston. It was most recently updated in February 2026.