Top 10 AI tools for administrative tasks

From sending emails and making schedules to organizing documents and answering customer questions, admin keeps the wheels of business turning. But while these types of tasks play a crucial role in most organizations, many of them are also time-consuming and repetitive — eating up hours of your day and taking you away from other, more important work.

Enter: tools that harness AI for administrative tasks. These tools are designed to complete routine or mundane tasks for you, saving the time and energy you need to focus on the more creative, strategic parts of your job. 

In this article, we’ve rounded up the top 10 tools that use AI for administrative tasks. Depending on your area of need, one (or more!) of them will help you get the job done. But first, let’s look at how artificial intelligence (AI) supports your administrative work and the different ways it can enhance efficiency and productivity.

What is AI in administrative tasks?

Artificial intelligence tools have exploded in recent years, with 99 percent of Fortune 500 firms now implementing an AI solution in their business.

AI-powered tools can support a number of business functions, such as customer service, sales, marketing, and more. Some of the common AI tools organizations use to complete administrative tasks include:

• Chatbots: Companies use this AI-powered software to engage with customers and website visitors. It offers a conversational experience as it answers questions, responds to queries, and provides helpful information. AI chatbots are typically used in external-facing roles, such as on a company website, but some companies also have internal chatbots that field employee questions.
• AI assistants: Organizations use these tools to handle admin functions such as scheduling appointments, sending reminders, providing directions, and researching information. AI assistants support employees by taking care of mundane tasks so they can better serve customers.
• AI agents: More complex than an AI assistant, AI agents use autonomous decision-making to complete specific goals. Because AI agents can analyze vast amounts of data without human oversight, businesses use them to support areas such as finance, customer service, sales, and more.

In addition to the above, many organizations also use business tools — such as project management or communication software — with an AI component. This may complete a specific function within the larger scope of the software, such as providing AI-enhanced schedules to meet a project completion deadline.

How AI enhances admin efficiency and productivity

AI tools can help you get many administrative tasks done in very little time. Depending on the type of technology you use, the AI can also act autonomously, completing tasks without needing to be prompted. 

Here are some of the ways AI tools can enhance administrative efficiency and productivity:

• Automate routine tasks: One of the primary benefits of AI tools is that they can complete routine tasks on schedule without manual intervention. For example, you can use an AI tool to send automated reminders for scheduled appointments to customers.
• Enhance communication: Having trouble putting your thoughts into words? AI tools can help write emails, reports, marketing materials, and more. Not only that, but you can also use them to distribute content, such as automatically scheduling emails based on specific operational triggers.
• Ensure compliance and security: If you’re in a highly regulated industry, such as healthcare or finance, you likely have many administrative processes that must follow compliance and security procedures. AI tools can ensure your workflows and communication meet the regulatory standards.
• Enhance decision-making: AI tools are designed to analyze vast amounts of data with ease and can provide you with quick summaries and analyses to help you make better business decisions. Instead of taking hours to read a report, AI can give you a summary of the key points within seconds.
• Manage data effectively: It’s vital to keep your organization’s data secure, organized, and easily accessible. AI tools can support intelligent data management with aspects such as storage, file organization, file naming, access passwords, and more.

10 tools that use AI for administrative tasks

1. Jotform AI Agents

AI agents are the ultimate administrative assistant. A simple way to put one to work quickly is by using a Jotform AI agents.

Jotform AI Agents transform your company’s online forms into conversational experiences that closely mirror real human interactions. They’re capable of providing admin support, such as answering questions about your business and helping users fill out forms. 

You can train your own AI agent by selecting a form and providing it with training documents. The platform comes with multiple AI agent templates that make it easy to get started. For example, the Administrative Account Access Request AI Agent simplifies the process of requesting access to administrative accounts for your users.

Developer: Jotform

Best for: Businesses that want to enhance form-related processes with AI

Key features: Dozens of AI agent templates for different business processes, easy AI training and no-code user interface, highly intuitive AI agent builder

Pros: Multiple ready-to-use administrative AI agent templates, such as the School Administrator AI Agent and the AI Sales Agent

Cons: AI agents need to be trained on company data before use, not ideal for those who want to offer only generic messaging
Plans/pricing: Free version; paid plans start at $34 per month and connect you to Jotform’s product ecosystem, and a custom enterprise-level plan is available
G2 rating: 4.7/5

2. Jasper

Jasper (formerly Jarvis) is an AI-powered assistant that helps you create different types of content like social media posts, reports, and other materials. It supports various aspects of marketing, such as writing, branding, styling, and more.

Developer: Jasper

Best for: Marketers looking to enhance content with AI

Key features: Customizable content tone to match brand voice, 50-plus writing templates, marketing-trained chat assistant for ideation support

Pros: Templates are particularly helpful, so users don’t have to start from scratch

Cons: Some content outputs can feel generic and unappealing; has a steep learning curve for new users, even tech-savvy ones

Plans/pricing: Free seven-day trial; paid plans start at $39 per month per user

G2 rating: 4.7/5

3. Otter.ai

Otter.ai is an AI-powered meeting transcription software that takes notes during your meetings and calls. It can provide you with detailed summaries, action items, and more. You can also ask Otter.ai questions about the meeting to get the specific information you need.

Developer: Otter.ai

Best for: Those looking for support with meeting notes 

Key features: Integrations with meeting tools such as Zoom and Google Meet; detailed notes, summaries, and action items from meetings; live transcription during meetings

Pros: Time-stamping the transcription makes it easy to follow along with audio recordings

Cons: Works best with English, accents pose a challenge, background noise can impact transcriptions

Plans/pricing: Free version; paid plans start at $8.33 per user per month, and a custom enterprise-level plan is available

G2 rating: 4.4/5

4. Socratic

Socratic is a search engine for academic subjects, and a great tool for business administrative professionals who need to get key insights on complex topics fast. It covers a range of subjects from math to social sciences.

Developer: Google

Best for: Those looking to brush up on complex academic topics

Key features: Comprehensive library of subjects from drama to physics; visual explanations for complex topics; powered by Google AI

Pros: Ideal for helping administrative professionals get up to speed on specific topics

Cons: May not contain much information on very niche or highly academic topics, only available as a mobile app

Plans/pricing: Free

G2 rating: N/A

5. DALL-E

DALL-E 2, 3, and 4 are generative AI tools that can create images based on text prompts. Admin professionals can leverage them to create visuals for presentations, marketing materials, and more.

Developer: OpenAI

Best for: Those who want to create custom images fast

Key features: Image generation with simple text prompts, ability to request edits to images, highly accurate visuals based on prompts

Pros: Simple and intuitive dashboard

Cons: Limitations on file size and image proportions, generating images can be costly

Plans/pricing: Custom pricing based on usage

G2 rating: 3.9/5

6. Murf.ai

Murf.ai is an AI voice generator that administrative professionals can use to create human-like voiceovers for all types of videos, audiobooks, demos, presentations, and more. It’s intuitive and easy to use, even for beginners.

Developer: Murf.ai

Best for: Those who want to create voiceovers for videos and presentations

Key features: Vast collection of 200-plus voices, support in 20-plus languages, voice-cloning capability

Pros: Wide array of voice options makes it easy to customize voiceovers

Cons: Limited ways to control the vocal expression, free plan limits voiceover minutes

Plans/pricing: Free version; paid plans start at $19 per month, and a custom enterprise-level plan is available

G2 rating: 4.7/5

7. Gamma

Gamma is an AI-powered tool for making visually appealing presentations, documents, and websites. Administrative professionals don’t need to have any coding or design experience to use it, so it works well for users who are not tech-savvy as well as experts.

Developer: Gamma

Best for: Those who want support creating beautiful presentations and other materials

Key features: AI-powered text, images, and search functions; eye-catching designs, galleries, and layouts; versatile pre-made presentation templates
Pros: Even users who are not tech-savvy can make full use of the solution because there’s no coding involved

Cons: The initial setup can be time-consuming, free plan has very limited functionality

Plans/pricing: Free version; paid plans start at $8 per user per month

G2 rating: 5/5

8. Reclaim.ai

Reclaim.ai is a scheduler that’s ideal for admin professionals who are tasked with scheduling meetings and appointments for others. It integrates with business tools like Google Calendar and Slack for streamlined operations.

Developer: Dropbox

Best for: Those who want support with scheduling 

Key features: Scheduling links with smart meeting controls, time-tracking functionality, auto-scheduled buffer time between meetings
Pros: The “habits” feature lets users customize routine tasks in their calendar

Cons: No native ability to collect payments through scheduling links; missing integrations with some key business tools, especially project management solutions

Plans/pricing: Free version; paid plans start at $8 per user per month

G2 rating: 4.8/5

9. SaneBox

SaneBox is an email management tool that uses artificial intelligence to pinpoint priority emails and move distractions to a separate folder. It’s a great tool for busy administrative professionals who manage multiple email inboxes.

Developer: SaneBox

Best for: Those looking to optimize their email inboxes with AI

Key features: Ability to snooze important emails for later, daily summary of inbox activity, AI assistant for follow-up reminders

Pros: Integrates with every major email service, such as Gmail, Microsoft 365, Apple iCloud, Yahoo! Mail, and more

Cons: No free plan available; dashboard is complicated and can be difficult for some users to navigate

Plans/pricing: Free 14-day trial; paid plans start at $4.13 per month

G2 rating: 4.9/5

10. Grammarly

Grammarly is a writing and editing assistant that uses AI to optimize your content, including emails, memos, presentations, and more.

Developer: Grammarly
Best for: Those who need support writing and editing administrative content
Key features: Writing enhancement through text prompts, personal style and brand style for unique writing voice, plagiarism checker
Pros: Can be used within other platforms, such as business tools, social media, and more
Cons: Doesn’t work well on non-English content, can occasionally misinterpret the context of a sentence and provide incorrect improvements
Plans/pricing: Free version; paid plan is $12 per month, and a custom enterprise-level plan is available.

G2 rating: 4.7/5

Jotform: AI for administrative tasks and more

So there you have it: plenty of AI-powered options for administrative professionals. To narrow down your shortlist, start by considering what tasks need to be made more efficient, and review the tools available that can help you increase productivity in those areas.

If you frequently find yourself struggling to keep up with routine form-based tasks, Jotform’s AI Agents can help. With hundreds of already-built AI agents available, you can train one to meet your exact needs without having to start from scratch. 

For example, the Administrative Assistant Evaluation AI Agent streamlines the evaluation process for admin assistants, turning traditional assessment methods into engaging and interactive conversations. There’s also the School Administrator Evaluation AI Agent designed to enhance the evaluation process for educational institutions.

Training Jotform AI agents is easy and only requires you to share your business documents or URLs for the AI to learn from. In no time at all, you can build an AI agent to complete your repetitive tasks for you — allowing you to focus on other important work. Give Jotform a try for free today.

Photo by Cup of Couple