Executive assistants play a huge role in keeping a business running smoothly, thanks to their skills and experience. But with the right tools, they can get even more done and work more efficiently. Whether it’s managing calendars or simplifying communication, these executive assistant tools make handling daily tasks a breeze.
To help you get the most out of your executive assistant’s time and skills, we’ve compiled a list of 36 executive assistant tools designed to streamline different tasks and maximize effectiveness.
TL;DR: Executive Assistant Tools Top Picks
Here are the top picks for the best executive assistant tools:
| Category | Tool | Why Use This | Cost | Ease Of Use |
| Task Management & Project Tools | Trello | – Visual workflow that simplifies task management- Customizable with labels, due dates, and checklists | Free plan with unlimited cards and up to 10 boards per Workspace. | ★★★★★ |
| Scheduling & Calendar Management | Google Calendar | – Syncs effortlessly across all devices and platforms- Easy sharing and collaboration with colleagues | Free Plan with unlimited calendars, event reminders, and Google Meet integration. | ★★★★★ |
| Communication Tools | Slack | – Centralizes team communication into organized channels- Integrates seamlessly with various productivity tools | Free Plan that includes a 90-day message history, 10 app integrations, and 1:1 voice/video calls. | ★★★★★ |
| Document Management | Google Workspace (Google Drive) | – Real-time collaboration on documents with team members- Seamless integration with other Google apps like Docs, Sheets, and Calendar | Free Plan with unlimited calendars, event reminders, and Google Meet integration. | ★★★★★ |
| Travel Planning Tools | TripIt | – Automatically imports travel details from confirmation emails- Provides real-time flight alerts and updates | Free Plan with basic itinerary management, email imports, and calendar sync. | ★★★★★ |
| Expense Tracking & Invoicing | Expensify | – Automates receipt scanning and expense categorization- Integrates seamlessly with accounting tools like QuickBooks and Xero | Starts at $5 per user/mo) for expense approvals, real-time tracking, and integrations with accounting software. | ★★★★★ |
Executive Assistant Tools 2024 (Full List)
Now, let’s dive into the details of the 36 executive assistant tools you can rely on:
Task Management & Project Tools
1. Trello
Trello is a project management tool that uses boards, lists, and cards to organize tasks and workflows. You can use this to manage to-do lists, coordinate with teams, and visually track project progress at a glance. The platform features include drag-and-drop functionality, automation with Butler, and seamless integrations with apps like Slack and Google Drive.
Ease Of Use: ★★★★★
Why Use This
- Visual workflow that simplifies task management
- Customizable with labels, due dates, and checklists
- Powerful automation saves time on repetitive tasks
Cost:
- Free Plan: Unlimited cards and up to 10 boards per Workspace
- Standard Plan ($5 per user/mo): Unlimited boards, advanced checklists, and custom fields.
- Premium Plan ($10 per user/mo): Timeline and calendar views, dashboard, and workspace unlimited boards.
- Enterprise Plan ($17.50 per user/month): Advanced admin and security features and organization-wide permissions.
2. Asana
Asana is a work management tool to streamline project planning, task tracking, and team collaboration. You can break down large projects into manageable tasks, assign deadlines, and ensure smooth team coordination. Specific features like timeline view, task dependencies, and goal tracking help keep complex projects on schedule.
Ease Of Use: ★★★★☆
Why Use This
- Great for managing long-term projects with clear progress tracking
- Task dependencies to manage workflows seamlessly
- Powerful integrations with tools like Slack, Dropbox, and Google Workspace
Cost:
- Basic Plan (Free): Unlimited tasks, projects, and messaging, basic integrations.
- Starter Plan ($6.92 per user/mo): Timeline view, advanced search, task dependencies.
- Advanced Plan ($15.74 per user/mo): Advanced reporting, workload management, approvals, and integrations with Salesforce and Power BI.
3. Monday.com
Monday.com is a flexible tool that helps teams organize, track, and manage projects using a simple, visual layout that can be customized to fit their needs. You can use this to organize workflows, assign tasks, and collaborate across departments with real-time updates. Monday.com’s features include visual timelines, automation for repetitive tasks, and customizable templates for different project types.
Ease Of Use: ★★★★☆
Why Use This
- Fully customizable dashboards to suit any workflow
- Strong collaboration tools with real-time updates
- Seamless integration with over 200 apps, including Zoom and Microsoft Teams
Cost:
- Free Plan: Up to 3 boards and unlimited docs.
- Basic Plan ($9 per user/mo): Unlimited boards, customizable templates, and 5 GB of storage.
- Standard Plan ($12 per user/mo): Timeline and Gantt views, calendar sync, and guest access.
- Pro Plan ($19 per user/mo): Advanced reporting, automation, time tracking, and integrations.
4. ClickUp
ClickUp is an all-in-one project management tool that helps teams manage tasks, documents, goals, and timelines in one platform. You can use this to organize complex workflows, set goals, and track tasks with customizable views like list, board, and calendar. The platform’s features include time tracking, task dependencies, and comprehensive reporting.
Ease Of Use: ★★★★★
Why Use This
- All-in-one solution with tasks, docs, and goals in one place
- Customizable views for different workflow preferences
- Highly adaptable to teams of all sizes and industries
Cost:
- Free Plan: Includes unlimited tasks, 100MB storage, and collaborative docs.
- Unlimited Plan ($7 per user/mo): Unlimited integrations, dashboards, and custom fields.
- Business Plan ($12 per user/mo): Advanced time tracking, automation, and workload management.
- Enterprise Plan (Contact for pricing): Advanced security, custom onboarding, and dedicated support.
5. Basecamp
Basecamp is a project management and team collaboration tool that organizes projects, tasks, and communications in one place. You can manage multiple projects with clear to-do lists, message boards, and file storage. Basecamp’s features include real-time group chat, project templates, and automatic check-ins for team progress.
Ease Of Use: ★★★★★
Why Use This
- Simple, intuitive interface with a minimal learning curve
- Strong focus on communication with built-in messaging and file sharing
- Centralized project management with automated check-ins and task tracking
Cost:
- Basecamp Plan ($15 per user/mo): Unlimited projects, 500GB of storage, and team messaging.
- Basecamp Pro Unlimited ($299/mo flat): Includes everything from the basic plan plus unlimited users, advanced client management, and priority support.
6. Wrike
Wrike is a flexible project management tool that helps teams organize tasks, handle complex projects, and work better together. You can use this to prioritize tasks, plan projects, and track progress with custom workflows and dashboards. The main features of this platform include real-time reports, Gantt charts, and robust integrations with apps like Salesforce and Microsoft Teams.
Ease Of Use: ★★★★☆
Why Use This
- Perfect for managing large projects that require collaboration between various teams
- Custom workflows and templates for industry-specific needs
- Powerful reporting tools for detailed project insights
Cost:
- Free Plan: Basic task management, file sharing, and 2GB of storage.
- Professional Plan ($10 per user/mo): Gantt charts, advanced integrations, and 5GB storage.
- Business Plan ($24.80 per user/mo): Custom workflows, real-time reports, time tracking, and 50GB storage.
- Enterprise Plan (Contact for pricing): Advanced security, user permissions, and tailored onboarding.
Scheduling & Calendar Management
7. Google Calendar
Google Calendar is a cloud-based calendar tool designed to schedule, organize, and manage events, tasks, and appointments. You can set reminders, coordinate meetings, and share calendars with team members. You can take advantage of features like automatic event creation from Gmail, time zone conversion, and seamless integration with Google Meet for video calls.
Ease Of Use: ★★★★★
Why Use This
- Syncs effortlessly across all devices and platforms
- Easy sharing and collaboration with colleagues
- Integrates with other Google Workspace apps for a unified experience
Cost:
- Free Plan: Unlimited calendars, event reminders, and Google Meet integration.
- Google Workspace Business Starter ($6 per user/mo): Includes shared calendars, 30GB cloud storage, and custom business email.
- Google Workspace Business Standard ($12 per user/mo): Offers advanced features like 2TB storage, video meetings with 150 participants, and team collaboration tools.
- Google Workspace Business Plus ($18 per user/mo): Offers advanced features like 5TB storage, video meetings with 500 participants, and team collaboration tools.
8. Microsoft Outlook
Microsoft Outlook is an email and calendar management tool that lets users organize emails, schedule meetings, and manage appointments in one place. You can integrate emails with schedules, set up reminders, and share calendars with team members. Main features include customizable views, seamless email integration, and the ability to set recurring events.
Ease Of Use: ★★★★☆
Why Use This
- Combines email and calendar in a single platform
- Offers powerful search and filtering capabilities
- Syncs effortlessly across Microsoft Office tools for smooth collaboration
Cost:
- Free Plan: Includes basic email and calendar management, task creation, and reminders.
- Microsoft 365 Business Basic ($6 per user/mo): Offers 1TB of OneDrive storage, Outlook, and Microsoft Teams integration.
- Microsoft 365 Business Standard ($12.50 per user/mo): Adds desktop versions of Office apps, 50GB mailbox, and advanced security.
- Microsoft 365 Business Premium ($22 per user/mo): Advanced identity and access management and enhanced cyber threat protection against viruses and phishing attacks.
- Microsoft 365 Apps for business ($8.25 per user/mo): Desktop versions of Word, Excel, PowerPoint, and Outlook and 1 TB of cloud storage per user.
9. Calendly
Calendly is an appointment scheduling tool that simplifies booking meetings by eliminating back-and-forth emails. You can set availability, let others book meetings automatically, and sync seamlessly with your team calendars. Calendy includes automated reminders, time zone detection, and integration with Google Calendar, Outlook, and Zoom.
Ease Of Use: ★★★★★
Why Use This
- Streamlines meeting scheduling with customizable availability
- Automatically syncs with multiple calendars and apps
- Simplifies appointment booking for teams and clients with no login required
Cost:
- Basic Plan (Free): Unlimited 1-1 meetings, one event type, and connect one of your calendars.
- Standard Plan ($10 per user/month): Unlimited event types, connect multiple calendars, and HubSpot & Mailchimp integration.
- Teams Plan ($16 per user/month): Send meetings to Salesforce, share Round Robin meetings, and qualify & route prospects.
- Enterprise Plan ($15,000/yr): Enable SSO & SAML, domain control, and route with Salesforce look-up.
10. Doodle
Doodle is a scheduling tool designed to help groups find mutually convenient meeting times with ease. You can coordinate meetings by polling participants on their availability and automatically selecting the best time. You can use its features like customizable polls, automatic calendar integration, and time zone detection.
Ease Of Use: ★★★★★
Why Use This
- Simplifies group scheduling with customizable polls
- Participants can submit their availability without needing an account
- Integrates seamlessly with popular calendars like Google and Outlook
Cost:
- Free Plan: Basic scheduling polls, calendar integrations, and no sign-up required for participants.
- Pro Plan ($6.95 per user/mo): Removes ads, allows unlimited poll creation, and adds automatic reminders.
- Team Plan ($8.95 per user/mo): Includes team scheduling, priority support, and advanced reporting.
11. Fantastical
Fantastical is a powerful calendar app for macOS and iOS, designed to manage schedules, tasks, and events with a natural language input feature. You can quickly add events and reminders using plain language, manage multiple calendars, and set up meetings across time zones. Other features include built-in weather forecasts, conference call links, and calendar sets for easy switching between different views.
Ease Of Use: ★★★★★
Why Use This
- Natural language input for quick event creation
- Seamlessly integrates with the Apple ecosystem and other calendars
- Multiple calendar sets for easy organization and switching
Cost:
- Free Plan: 1 calendar set, basic calendar management, event creation, and notifications.
- Premium Plan ($4.75/mo): Unlimited calendar sets, collaboration features, and full task integration.
12. Engageware
Engageware is an appointment scheduling platform that helps businesses offer personalized scheduling for customers, clients, and internal teams. You can automate appointment booking, manage customer interactions, and integrate with CRM tools. You can use features like personalized appointment links, real-time availability, and analytics to track customer engagement.
Ease Of Use: ★★★★☆
Why Use This
- Offers personalized scheduling links for clients
- Integrates with major CRM systems like Salesforce
- Provides real-time analytics on appointment engagement
Cost:
- Scheduler for SMB – Business ($149/yr): Centralized administration and multi-user account for small teams or businesses to schedule one-on-one appointments.
- Scheduler for SMB – Individual ($78/yr): Online appointment booking features in a simplified form for individual business users who need to make appointments.
Communication Tools
13. Slack
Slack is a team communication platform for real-time messaging, file sharing, and collaboration across channels. You can organize conversations into topic-specific channels, message directly, and integrate with other productivity tools like Google Drive and Trello. Its features include searchable message history, file sharing, and integration with over 2,000 apps.
Ease Of Use: ★★★★★
Why Use This
- Centralizes team communication into organized channels
- Integrates seamlessly with various productivity tools
- Allows file sharing, voice/video calls, and searchable archives
Cost:
- Free Plan: Includes 90-day message history, 10 app integrations, and 1:1 voice/video calls.
- Pro Plan ($4.38 per user/mo): Unlimited message history, group video calls, and guest access.
- Business+ Plan ($15 per user/mo): Advanced security, 24/7 support, and priority integrations.
14. Microsoft Teams
Microsoft Teams is a communication and collaboration platform that integrates chat, video conferencing, and file sharing in one place. You can message teams, organize meetings, and collaborate on documents through seamless integration with Microsoft 365. Additional features include group chat, video meetings, and real-time collaboration on Office apps like Word and Excel.
Ease Of Use: ★★★★☆
Why Use This
- Fully integrates with Microsoft 365 for document collaboration
- Offers robust video conferencing and screen sharing
- Advanced security and compliance features for business use
Cost:
- Free Plan: Includes basic email and calendar management, task creation, and reminders.
- Microsoft 365 Business Basic ($6 per user/mo): Offers 1TB of OneDrive storage, Outlook, and Microsoft Teams integration.
- Microsoft 365 Business Standard ($12.50 per user/mo): Adds desktop versions of Office apps, 50GB mailbox, and advanced security.
- Microsoft 365 Business Premium ($22 per user/mo): Advanced identity and access management and enhanced cyber threat protection against viruses and phishing attacks.
- Microsoft 365 Apps for business ($8.25 per user/mo): Desktop versions of Word, Excel, PowerPoint, and Outlook and 1 TB of cloud storage per user.
15. Zoom
Zoom is a video conferencing tool designed for hosting virtual meetings, webinars, and collaborative video sessions. You can schedule and join meetings with screen sharing, recording capabilities, and breakout rooms for smaller group discussions. Additional features include HD video, virtual backgrounds, and integration with apps like Google Calendar and Slack.
Ease Of Use: ★★★★★
Why Use This
- Easy-to-use interface for both participants and hosts
- Offers reliable, high-quality video and audio calls
- Supports large meetings and webinars with breakout room functionality
Cost:
- Free Plan: 40-minute group meetings, unlimited 1:1 meetings, and basic collaboration features.
- Pro Plan ($13.32 per user/mo): 30-hour meetings, 1GB cloud recording, and social media streaming.
- Business Plan ($18.32 per user/mo): Includes branding, 300 participant meetings, and advanced admin controls.
16. Flock
Flock is a team messaging and collaboration tool that combines chat, task management, and file sharing in one platform. You can streamline team communication through organized channels, to-do lists, and integration with productivity apps like Google Drive. Leverage features like built-in video conferencing, shared to-dos, and polls for quick team decisions.
Ease Of Use: ★★★★★
Why Use This
- Combines messaging, task management, and file sharing in one platform
- Built-in video conferencing for seamless team collaboration
- Easy integration with popular tools like Google Drive and Asana
Cost:
- Free Plan: Includes unlimited 1:1 chat, 10 public channels, and 5GB storage.
- Pro Plan ($4.50 per user/mo): Unlimited channels, group video calls, and 10GB storage per user.
- Enterprise Plan (Contact for pricing): Custom admin controls, advanced security, and priority support.
17. Chanty
Chanty is a simple team chat and collaboration tool to streamline communication, task management, and file sharing. Use it to organize team conversations in public or private channels, convert messages into tasks, and collaborate with built-in video calls. Its main features include unlimited message history, task management, and third-party integrations with tools like Trello and Google Drive.
Ease Of Use: ★★★★★
Why Use This
- Unlimited message history, even on the free plan
- Combines chat and task management in one platform
- Lightweight and easy to use with minimal setup
Cost:
- Free Plan: Unlimited messaging, 10 users, 1GB storage per team, and task management.
- Business Plan ($3 per user/mo): Includes unlimited users, 20GB storage per user, voice/video calls, and screen sharing.
- Enterprise Plan (Contact for pricing): Custom admin features, advanced security, and priority support.
18. Twist
Twist is a team communication tool for asynchronous messaging and is designed to reduce distractions and improve focus. You can organize conversations into threads, where team members reply in their own time. Its features include thread-based messaging, deep integrations with tools like GitHub and Asana, and unlimited message history.
Ease Of Use: ★★★★☆
Why Use This
- Asynchronous messaging promotes thoughtful communication
- Threaded conversations help keep discussions focused and organized
- Designed to minimize distractions compared to real-time chat apps
Cost:
- Free Plan: Unlimited message history, 1 month of access to previous messages, and 5 integrations.
- Unlimited Plan ($6 per user/mo): Unlimited access to message history, unlimited integrations, and advanced security.
Document Management
19. Google Workspace (Google Drive)
Google Workspace, with Google Drive as its core storage tool, lets users create, store, and share documents, spreadsheets, and presentations in the cloud. You can use this for real-time collaboration on documents, secure file storage, and seamless sharing with teams. You can also integrate this with Google Docs, Sheets, and Slides, with strong search functionality, and automatic cloud backups.
Ease Of Use: ★★★★★
Why Use This
- Real-time collaboration on documents with team members
- Seamless integration with other Google apps like Docs, Sheets, and Calendar
- Secure cloud storage with robust sharing controls
Cost:
- Free Plan: Unlimited calendars, event reminders, and Google Meet integration.
- Google Workspace Business Starter ($6 per user/mo): Includes shared calendars, 30GB cloud storage, and custom business email.
- Google Workspace Business Standard ($12 per user/mo): Offers advanced features like 2TB storage, video meetings with 150 participants, and team collaboration tools.
20. Microsoft OneDrive
Microsoft OneDrive is a cloud storage platform to store, share, and access files securely from anywhere. You can sync documents across devices, collaborate on Office files in real-time, and share files securely with colleagues or clients. OneDrive’s features include integration with Microsoft Office apps, file version history, and automatic backups.
Ease Of Use: ★★★★★
Why Use This
- Seamless integration with Microsoft Office for real-time document collaboration
- Secure file sharing with customizable permissions
- Syncs across all devices, allowing access to files anytime, anywhere
Cost:
- Free Plan: Includes basic email and calendar management, task creation, and reminders.
- Microsoft 365 Business Basic ($6 per user/mo): Offers 1TB of OneDrive storage, Outlook, and Microsoft Teams integration.
- Microsoft 365 Business Standard ($12.50 per user/mo): Adds desktop versions of Office apps, 50GB mailbox, and advanced security.
- Microsoft 365 Business Premium ($22 per user/mo): Advanced identity and access management and enhanced cyber threat protection against viruses and phishing attacks.
- Microsoft 365 Apps for business ($8.25 per user/mo): Desktop versions of Word, Excel, PowerPoint, and Outlook and 1 TB of cloud storage per user.
21. Dropbox
Dropbox is a cloud storage and file-sharing platform to store, organize, and share documents across devices. You can securely back up files, sync files across multiple devices, and share files with the team. Additionally, it offers smart sync, automatic backups, and integration with tools like Slack and Zoom.
Ease Of Use: ★★★★★
Why Use This
- Intuitive interface with easy file sharing and syncing across devices
- Smart sync saves space by storing files in the cloud until needed
- Secure sharing with password protection and expiration dates on shared links
Cost:
- Basic Plan (Free): 2GB of storage, file syncing, and basic sharing.
- Plus Plan ($9.99/mo): 2TB of storage, smart sync, and file recovery for 30 days.
- Essentials Plan ($16.58/mo): 3TB of storage, advanced sharing controls, and file recovery for 180 days.
- Business Plan ($15 per user/mo): 9 TB storage for the team, transfer files up to 100 GB, and 180 days to restore deleted files.
- Business Plus Plan ($24 per user/mo): 15 TB storage for the team, transfer files up to 250 GB, and 1 year to restore deleted files.
22. Box
Box is a cloud content management and file-sharing platform for secure collaboration and file storage. You can use this to manage sensitive documents, collaborate with teams, and integrate with business apps like Microsoft Office and Google Workspace. This also includes advanced security controls, workflow automation, and real-time collaboration on files.
Ease Of Use: ★★★★☆
Why Use This
- High-level security with encryption and advanced access controls
- Workflow automation to streamline document approvals and tasks
- Integration with over 1,500 apps, including Salesforce and Office 365
Cost:
- Business Plan ($17.30 per user/mo): Unlimited storage and upload files up to 5GB.
- Business Plus Plan ($28.70 per user/mo): Unlimited storage and upload files up to 15GB.
- Enterprise Plan ($40.30 per user/mo): Unlimited storage, upload files up to 50GB, and content portals with Box Hubs.
- Enterprise Plan Plus ($57.50 per user/mo): Unlimited storage, upload files up to 150GB, and AI-powered document insights and intelligent Hubs.
23. Zoho Docs
Zoho Docs is a cloud-based document management tool to create, store, and share files securely. You can collaborate on documents, organize files, and manage access permissions across teams. Use real-time document editing, file sharing, and integration with other Zoho apps like Zoho CRM and Zoho Projects.
Ease Of Use: ★★★★☆
Why Use This
- Seamless integration with Zoho’s suite of business tools
- Real-time collaboration on documents and spreadsheets
- Robust access controls with file encryption for secure sharing
Cost:
- Starter Plan ($2.50 per user/mo): Each team starts with 1 TB of storage with a maximum file upload size of 10 GB per file.
- Team Plan ($4.50 per user/mo): Each team starts with 3 TB of storage with a maximum file upload size of 50 GB per file.
- Premium Plan ($9 per user/mo): Each team starts with 5 TB of storage with a maximum file upload size of 250 GB per file.
24. Quip
Quip is a collaborative document management and team productivity tool that combines documents, spreadsheets, and chat in one platform. You can collaborate with teams, create shared documents, and discuss edits in real-time with built-in chat and commenting features. Main features include collaborative editing, task lists, and seamless integration with Salesforce.
Ease Of Use: ★★★★★
Why Use This
- Combines document creation, spreadsheets, and team chat in one app
- Ideal for Salesforce users with native integration
- Real-time collaboration with comments and task tracking
Cost:
- Quip Starter Plan ($10 per user/mo): Unlimited documents and spreadsheets, group chat and 1-to-1 messages, and desktop, tablet, & mobile access.
- Quip Plus Plan ($25 per user/mo): All Starter features, single sign-on, enterprise API and customization, and custom live apps.
- Quip Advanced Plan ($100 per user/mo): All Plus features, edit live documents in Salesforce, 2-way sync with Salesforce data, and sales & service use cases.
Travel Planning Tools
25. TripIt
TripIt is a travel planning tool that helps organize travel itineraries by automatically creating a master schedule from flight, hotel, and rental car confirmation emails. You can consolidate travel plans in one place, get real-time flight updates, and share itineraries with your executives. TripIt comes with automatic itinerary creation, real-time alerts, and calendar syncing.
Ease Of Use: ★★★★★
Why Use This
- Automatically imports travel details from confirmation emails
- Provides real-time flight alerts and updates
- Syncs with calendars and allows easy itinerary sharing
Cost:
- Free Plan: Basic itinerary management, email imports, and calendar sync.
- Pro Plan ($49/yr): Includes real-time flight alerts, seat tracking, and refund notifications.
26. Concur
Concur is a comprehensive travel and expense management tool that helps manage employee travel bookings, expense reporting, and approvals. Use it to streamline corporate travel, track expenses in real time, and automate reimbursement processes. Their offers include expense tracking, integrated travel booking, and policy compliance enforcement.
Ease Of Use: ★★★★☆
Why Use This
- Automates travel bookings and expense reporting for businesses
- Integrates with company policies to ensure compliance
- Provides real-time expense tracking and reporting for efficient budget management
Cost:
- Small Business Plan (Lacks pricing transparency): Expense reporting, basic travel booking, and policy compliance tools.
- Professional Plan (Lacks pricing transparency): Advanced travel management, integration with ERP systems, and detailed reporting.
- Enterprise Plan (Lacks pricing transparency): Tailored solutions for large organizations, global compliance, and enhanced analytics.
27. TravelPerk
TravelPerk is a business travel management platform to simplify booking, managing, and tracking corporate travel. You can book flights, hotels, and car rentals in compliance with company travel policies. Features include flexible bookings, real-time travel updates, and integration with expense management tools.
Ease Of Use: ★★★★★
Why Use This
- Provides access to a wide range of travel options in one platform
- Ensures compliance with company travel policies and budgets
- Flexible cancellation policies with 80% refund on cancellations
Cost:
- Starter Plan (Free): Includes basic travel booking, access to real-time travel updates, and centralized invoicing.
- Premium Plan ($99/mo + 3% fee per booking): Adds priority support, custom reporting, and integrations with third-party tools.
- Pro Plan ($299/mo + 3% fee per booking): Includes advanced travel policies, expense management, and API access.
28. Google Travel
Google Travel helps you organize and manage travel itineraries, track bookings, and find recommendations for hotels and attractions. You can consolidate all travel plans in one place, access trip details quickly, and get personalized suggestions based on your preferences. Its main features include automatic itinerary tracking from Gmail, hotel and flight searches, and real-time updates.
Ease Of Use: ★★★★★
Why Use This
- Automatically pulls and organizes travel details from Gmail
- Provides personalized hotel and flight recommendations
- Syncs with Google Maps for easy navigation during trips
Cost:
- Free to use with no additional fees.
29. Kayak for Business
Kayak for Business is a corporate travel booking tool to search, book, and manage flights, hotels, and car rentals. You can organize business travel with its user-friendly interface, compare travel options, and centralize the billing for companies. Additional features include personalized travel recommendations, real-time price alerts, and integration with company travel policies.
Ease Of Use: ★★★★★
Why Use This
- Offers a wide range of travel options with real-time price comparisons
- Easy-to-use platform for booking and managing corporate travel
- Free to use with no service fees, ideal for budget-conscious businesses
Cost:
- Biz Plan (Free): Full access to travel searches, bookings, and real-time price alerts.
- Biz+ Plan ($20/trip): Book directly via Kayak and with travel agent support.
30. Flightfox
Flightfox is a travel management platform that provides personalized, expert-managed travel solutions for businesses and individuals. Find the best flight deals, optimize travel routes, and manage complex itineraries through a team of travel experts. Other features include travel cost optimization, expert travel planning, and 24/7 support.
Ease Of Use: ★★★★☆
Why Use This
- Personalized travel planning with real-time expert support
- Optimizes travel routes to save money and time
- Ideal for managing complex itineraries and international travel
Cost:
- $20 Flat fee for each of the following:
- Per way per passenger for flights
- Per hotel room
- Per vacation rental booking
- Per car, ferry, bus, train, or any mode of transport
- Per insurance policy
Expense Tracking & Invoicing
31. Expensify
Expensify is an expense tracking and management tool that automates recording, submitting, and approving expense reports. You can use this to scan receipts, track mileage, and manage company expenses with features like automatic receipt categorization and one-click expense approvals. Expensify includes SmartScan for receipt capture, integration with accounting software, and real-time expense tracking.
Ease Of Use: ★★★★★
Why Use This
- Automates receipt scanning and expense categorization
- Integrates seamlessly with accounting tools like QuickBooks and Xero
- Offers one-click expense approval for faster processing
Cost:
- Collect Plan ($5 per user/mo): Includes expense approvals, real-time tracking, and integrations with accounting software.
- Control Plan ($9 per user/mo): Adds advanced policy controls, multi-level approvals, and corporate card reconciliation.
32. QuickBooks
QuickBooks is an accounting and expense management tool that tracks expenses, manages invoices, and automates financial reporting. You can organize finances, create and send invoices, and track cash flow with features like automated invoicing and real-time financial reports.
Ease Of Use: ★★★★☆
Why Use This
- Simplifies accounting tasks with automation for invoicing and expense tracking
- Integrates with bank accounts for real-time financial updates
- Offers detailed financial reports for easy tax preparation and budgeting
Cost:
- Simple Start ($9.50/mo): Track income/expenses, send invoices, and accept payments.
- Essentials Plan ($14/mo): Manage bills, multiple users, and time tracking.
- Plus Plan ($20/mo): Includes inventory tracking, project profitability, and budgeting tools.
- Advanced Plan ($38/mo): Custom reporting, dedicated account support, and advanced integrations.
33. FreshBooks
FreshBooks is an invoicing and expense management tool for small businesses and freelancers to track expenses, manage invoices, and automate payments. Other features include automated invoicing, time tracking, and easy integration with accounting tools like QuickBooks and Xero.
Ease Of Use: ★★★★★
Why Use This
- Simplifies invoicing and payment processes with automation
- Tracks billable hours and expenses for accurate client billing
- Provides detailed financial reports and real-time updates
Cost:
- Lite Plan ($9.50/mo): Includes 5 billable clients, unlimited invoices, and expense tracking.
- Plus Plan ($16.50/mo): Adds up to 50 billable clients, automated reminders, and recurring billing.
- Premium Plan ($30/mo): Supports unlimited billable clients, advanced reporting, and client retainers.
34. Zoho Expense
Zoho Expense is a cloud-based expense management tool that automates expense reporting, streamlines approvals, and tracks business spending in real time. You can use it to scan receipts, categorize expenses, and manage reimbursements with features like automated expense entry and multi-level approvals. More features include seamless integration with Zoho Books, mileage tracking, and multi-currency support.
Ease Of Use: ★★★★★
Why Use This
- Automates expense reporting and approval workflows
- Supports multi-currency expense tracking and reimbursements
- Integrates smoothly with Zoho’s suite of accounting and CRM tools
Cost:
- Free Plan: Up to 3 users, basic expense tracking, and receipt scanning.
- Standard Plan ($3 per user/mo): Unlimited receipt scanning, multi-currency support, and basic approvals.
- Premium Plan ($5 per user/mo): Includes advanced analytics, multi-level approvals, and policy compliance.
35. Rydoo
Rydoo is an expense management tool that simplifies expense tracking, submission, and reimbursement for businesses. Capture receipts, manage approvals, and track employee spending in real-time. Other features include receipt scanning via mobile app, automated expense categorization, and integration with ERP systems like SAP and Oracle.
Ease Of Use: ★★★★★
Why Use This
- Automates expense categorization and approval workflows
- Offers real-time tracking of business expenses for better financial control
- Integrates with ERP systems for seamless accounting and compliance
Cost:
- Essentials Plan ($9 per user/mo): Includes mobile app with receipt scanned, unlimited expenses, mileage expenses, basic integrations, and single approval flow.
- Pro Plan ($11 per user/mo): All the features from Essentials plus per diems / daily allowances, online accounting integrations, and automated transaction reconciliation.
36. Pleo
Pleo is a smart company card and expense management tool that helps businesses track spending, automate expense reports, and control employee expenses. Issue virtual and physical company cards, capture receipts automatically, and track real-time business expenses. You can use other features like setting spending limits and integration with accounting software like QuickBooks and Xero.
Ease Of Use: ★★★★★
Why Use This
- Provides virtual and physical cards with customizable spending limits
- Automates expense tracking and receipt collection for businesses
- Real-time insights into company spending through a user-friendly dashboard
Cost:
- Starter Plan (Free): Up to 2 users, and includes cards, invoices, real-time expense tracking, automated expense reports, and accounting system integrations.
- Essential Plan ($49/mo): Includes up to 3 users, everything in Starter Plan + reimbursements, mileage and per diem, flexible card limits, vendor cards, recurring vendor management, and automated review flows.
- Pro Plan ($108/mo): Includes up to 3 users, everything in Essential Plan + multi-entity management, advanced controls, advanced user roles and permissions, HRIS integrations, and phone support.
- Premium Plan ($217/mo): Includes up to 5 users, everything in Pro Plan + spending insights, sub-wallets, assisted onboarding, concierge support, and customer success manager.
What EA Tool Should You Use?
With so many tools to choose from, it can be overwhelming. Here are strategies to help you focus on the ones that best fit your needs:
I. Does it work well with the tools you already use?
When choosing an EA tool, consider how well it integrates with your current software and systems. Seamless integration can save time, reduce duplication of effort, and ensure smooth workflow management. Look for tools that sync with your email, calendar, and file-sharing platforms to minimize disruptions.
- If you use Google Workspace or Microsoft 365, choose tools like Calendly or Trello, which integrate easily with Google Calendar or Outlook for effortless scheduling and project management.
- If your team uses Slack or Zoom, tools like Trello or Monday.com are great options, as they offer seamless integration with these communication platforms.
- If you rely on Google Calendar to manage your schedule, Calendly would let others book meetings based on your availability without the need for back-and-forth emails.
II. Is it easy to learn and use?
Ease of use gets you up to speed quickly. A tool that is intuitive and user-friendly saves you time and effort, so you can focus on your tasks rather than learning complicated features. Look for tools with simple interfaces, clear navigation, and minimal setup requirements.
- If you need a tool with a minimal learning curve, choose options like Trello or Google Calendar, which have straightforward drag-and-drop functionality and familiar layouts.
- If your team needs to collaborate quickly, consider tools like Slack or Asana for immediate communication and easy task assignments with minimal setup time.
- If you have tight deadlines and need to start managing projects right away, use a tool like Trello. Its visual boards and simple card system make it easy to organize tasks without a steep learning curve.
III. Is the price within your budget?
Many tools offer tiered pricing plans, so you need to evaluate whether the features provided at each level are worth the investment. Determine which features are non-negotiable for your needs, then compare the pricing options available.
- If you need basic functionality, free plans like those from Trello or Google Calendar may be enough, offering core features like task organization and scheduling at no cost.
- If you need advanced features, tools like Monday.com or Asana offer paid plans that unlock powerful integrations, automation, and reporting features. Consider these if your work involves managing multiple complex projects.
- If you’re managing a team and need real-time collaboration, upgrading to a premium plan like Asana’s “Business” tier might be a good investment. It offers project dashboards and workload management to track progress efficiently.
IV. Can it grow with your business needs?
A tool that accommodates expanding teams, more complex workflows, and additional integrations will save you from switching systems down the road. Look for scalability, customizable workflows, and the ability to add more users or integrate with new tools as your business evolves.
- If you anticipate growth, choose Asana or Monday.com, which offer scalable pricing plans and advanced features that can accommodate growing teams and more complex projects.
- If you need flexibility, opt for Trello, which allows for customization of boards and workflows. It integrates with a wide range of apps, making it adaptable to changing business needs.
- If your team expands from 5 to 20 people, Slack and Monday.com can handle the increased user load with more advanced project management and team collaboration features.
V. Does it keep your data safe and secure?
Security is a critical consideration when choosing an EA tool, especially if you’re handling sensitive information like financial records or client data. A reliable tool should have robust security features, including data encryption, two-factor authentication, and compliance with industry standards like GDPR or HIPAA, to protect your information.
- If you handle sensitive data, go for Microsoft OneDrive or Box, which offer advanced encryption and meet compliance standards for data protection.
- If you need access control, Asana or Monday.com offer role-based access permissions to control who can view or edit specific data within projects.
- If you’re managing contracts or client information, Box would be ideal because it provides end-to-end encryption and lets you set granular access controls, ensuring that only authorized users can access certain files.
VI. Can you customize it to fit your workflow?
Every executive assistant’s workflow is unique, so choose a tool that can be tailored to your specific needs. Customization options, like creating personalized dashboards, automating repetitive tasks, or adjusting workflows to match your process, can save time and increase efficiency. A flexible tool ensures you can adapt it to suit how you prefer to manage tasks, rather than changing your workflow to fit the tool.
- If you need adaptable project management, Monday.com or Trello allow you to fully customize boards, lists, and workflows to suit your specific needs.
- If automation is key, ClickUp or Asana can automate repetitive tasks like sending reminders or updating task statuses.
- If you manage several ongoing projects with different teams, Trello’s customizable boards and labels can help you organize tasks by priority, team, or project type.
VII. Do they offer helpful support and training?
Look for tools that offer comprehensive documentation, tutorials, and dedicated customer support to help you get the most out of the platform. Some services even provide onboarding and personalized training sessions, which can maximize the tool’s potential.
- If you prefer self-guided learning, Asana and Trello offer extensive knowledge bases, video tutorials, and community forums to help you troubleshoot and learn at your own pace.
- If you need hands-on support, Monday.com or ClickUp provide live chat support and personalized onboarding to help you set up and get started quickly.
- If you’re implementing Monday.com for a large team, the platform’s personalized onboarding and priority support can help you streamline the setup process and train your team effectively for a smooth transition.
VIII. What are other users saying about it?
User reviews and testimonials provide valuable insights into how well a tool performs in real-world scenarios. Checking ratings, reading feedback, and seeing how other executive assistants have used the tool can help you gauge its strengths and weaknesses.
- If you value peer feedback, look for ratings on platforms like G2 and Trustpilot.
- If customer service is a priority, ClickUp or Monday.com are often praised for their responsive support and frequent updates based on user feedback.
- If you’re deciding between 2 tools and see that Asana consistently gets higher reviews for handling large teams, this could sway your choice if you are looking to manage complex, cross-functional projects.
IX. Can you use it easily on your phone?
A tool with a strong mobile app lets you stay connected, make updates, and respond quickly, whether you’re in the office or traveling. Look for tools that offer well-designed, intuitive mobile versions that sync seamlessly with their desktop counterparts.
- If you’re frequently away from your desk, Slack, Trello, and Asana have highly rated mobile apps that make it easy to manage tasks and communicate with teams in real-time.
- If you need to handle scheduling on the go, Calendly and Google Calendar both offer smooth mobile experiences for booking and managing meetings from your phone.
- If you’re managing multiple projects and need to update Trello boards during travel, the mobile app lets you move cards, add comments, and check deadlines with just a few taps.
Here’s an EA checklist to guide you as you choose the tools you need:
Conclusion
The right skills, knowledge, and executive assistant tools can increase your productivity and efficiency. Evaluate your daily operations and identify areas that slow you down, then select the tools that best meet your needs.
At Genius, we support your journey with our EA tools, including job description and interview question generators. These resources help you step into your employer’s shoes, making you stand out in the competitive job market.
FAQs
What are the top 3 strengths of an executive assistant?
The top strengths of an executive assistant are strong organizational skills, effective communication, and problem-solving abilities. These skills help manage schedules, streamline communication, and anticipate the needs of the executive to ensure smooth operations.
What is the best AI tool for executive assistants?
The best AI tool for executive assistants depends on specific needs, but tools like Otter.ai for transcriptions, x.ai for scheduling, and Grammarly for writing assistance are popular choices. These tools help automate repetitive tasks, saving time and improving efficiency.
What makes the best executive assistant?
The best executive assistant is highly organized, proactive, and adaptable. They anticipate the needs of the executive, manage complex tasks, and maintain clear communication across teams.
How to be a successful EA?
To be a successful EA, focus on developing strong organizational skills, being proactive in handling tasks, and improving communication with your executive and team. Stay flexible and learn how to prioritize urgent tasks to help you manage a wide range of responsibilities effectively.
