Executive Assistant Tools and Tips for Organizational Perfection 2025
Essential Executive Assistant Tools & Tips For Organisational Perfection 2025
- Vimcal
- Fathom
- Notion
- ChatGPT (custom GPTs)
- DocuSign
- The Vision Method
Hi, I’m Alicia, the Founder of EA How To and today I’m going to share 6 tools that help me stay on top of absolutely everything.
First up, we have Vimcal EA.
Vimcal EA
Vimcal EA is the first calendar made for Executive Assistants.
Vimcal takes tedious scheduling off your plate, freeing you to focus on strategic work. It’s also the fastest, easiest way to send meeting availability.
With Vimcal, you can instantly send time slots while it automatically creates and deletes calendar holds (love that!), and you can organize meetings across time zones without doing any time zone math. Amazing.
I first heard about Vimcal from an EA I deeply respect. Then I kept seeing more EAs rave about it, so I gave it a try. I’m so pleased I did!
Full disclosure: Vimcal has been a sponsor of EA How To, but we only partner with companies we genuinely love—ones that make EAs’ lives easier.
As Vimcal says, “Finally, a calendar designed for those who *actually* run the company.”
Fathom AI Notetaker
The next tool on the list is Fathom AI Notetaker, and honestly, it's a gamechanger.
Fathom is an AI-powered tool that automatically records, transcribes, and summarizes your meetings in real time. It works seamlessly with Zoom, Google Meet, and Microsoft Teams, making it perfect for Executive Assistants who need to capture key details without scrambling to take notes.
One of my favorite features is the ability to highlight important moments with just one click, which means I can quickly refer back to key decisions and action items.
Fathom also generates instant summaries, so you don’t have to spend time reviewing long transcripts.
Just make sure you’re actually allowed to record the meeting.
Notion
Next up we have Notion.
Notion is an all-in-one workspace that combines note-taking, task management, databases, and collaboration tools into a single platform. It’s highly flexible, allowing users to customize pages, organize information, and streamline workflows.
You can use Notion to create dashboards, databases and templates. You can also use it for task management and project management. Personally I’ve even been using it to help me organise my study notes lately and in the past I’ve used it to create a company handbook and all company policy documents.
It makes collaborating and sharing really easy, there are loads of integrations you can use with tools like Slack and Google Calendar and of course Notion has some great AI capabilities.
ChatGPT
The fourth tool on the list is one that I’m certain you’ve heard of but you might not be getting the most out of it.
It is of course ChatGPT.
Now, going over everything EAs can use ChatGPT for will have to be its own video but I want to give a shoutout to custom GPTs.
I recently took the time to create a custom GPT that replies to emails for me in exactly my tone of voice.
I uploaded a bunch of examples of my sent emails and essentially taught ChatGPT how to sound more like me. It took me 15 minutes and the results are mindblowing. No more generic AI sounding emails!
I’ve also played with custom GPTs that help me with LinkedIn posts, presentations and more.
To give it a go, simply log into ChatGPT, click explore GPTs and then hit create.
If you would like a detailed video on ChatGPT, let me know in the comments.
Docusign
Next up we have DocuSign. I’ve tried quite a few electronic signature platforms and I’ve always ended up coming back to Docusign.
It allows individuals and businesses to send, sign and manage documents securely online. It streamlines contract workflow by eliminating the need for physical paperwork, enabling faster transactions and improved efficiency.
I do all my contracts on Docusign and I love it.
The Vision Method
Last but certainly not least is The Vision Method File Management System. I’ve been using Double Gemini’s vision method for file management for nearly 3 years now and it has arguably been the most efficient thing I’ve ever done.
My team and I can instantly find any files we need. We all understand the system and I can’t recommend it highly enough.
Of course, any file management system is only as good as the people using it so I recommend getting all team members trained properly and having someone responsible for overseeing the project.
I’ll pop a link to Double Gemini’s Vision Method training as well as all of the other tools mentioned in the video description.
If you want more content all about being organised and efficient, make sure you’re subscribed and be sure to give this video a thumbs up so I know you want more.
Bye for now.
