Secretaries and administrative assistants face a rising challenge with the advent of artificial intelligence tools like ChatGPT and Claude. These tools can perform many tasks traditionally done by humans in these roles. Employment projections highlight a troubling outlook for this profession, predominantly held by women, as it seems particularly susceptible to job displacement through AI. However, some in these roles are utilizing AI as an opportunity to advance.
Deanna Danger, 43, has worked in administrative roles since 2003. For her, adapting to ever-evolving responsibilities is crucial. She views AI as a tool for progression. In 2022, Danger began incorporating AI in her work, experimenting and collaborating with peers. She now employs Copilot and ChatGPT for tasks like note-taking during meetings. This change lets her engage in meetings without being preoccupied with transcription, as she describes, reducing hours-long tasks to minutes.
The broader effects of AI on administrative jobs are still uncertain, as the number of such positions has been decreasing for decades. In 2004, about 3.5 million people filled these roles, with nearly 97% being women, according to the Current Population Survey. By 2024, that figure declined to 2.1 million, despite overall labor force growth. Except for medical secretaries, expected to grow by 4% due to healthcare sector expansion, the U.S. Bureau of Labor Statistics forecasts a continued decline in the field.
The unemployment rate for office and administrative support workers stands at 4%, slightly up from 3.6% in the previous year as per recent Labor Department data. Although lower than the overall unemployment rate, it paints a picture of limited employment opportunities in these sectors. Emily Rolen, lead economist at the BLS, explains that productivity-enhancing technologies have consistently reduced demand for these jobs in recent cycles.
Technological changes, including word processing and scheduling apps, have significantly reshaped the duties of administrative workers. A Brookings Institution report highlights these workers’ vulnerability to AI-induced job displacement. They often face challenges due to factors like age, limited savings, and narrow skill sets. Women comprise 86% of the 6 million workers in this sector.
“More workers over 55 are in these roles compared to the general workforce,” the report notes, “with median pay lower than average.”
Labor data does not always reflect individual adaptability, an area where professionals like Danger excel. She runs biweekly virtual coffee chats for peers through the American Society of Administrative Professionals. Here, members share AI use cases, from crafting social media captions to drafting procedural documents.
Fiona Young, who founded Carve, a business aimed at training executive assistants on AI, has observed a significant rise in demand for her services since 2023. Having worked with companies like Google and Amazon, Young emphasizes that employers seek employees who can integrate AI into daily operations effectively.
Oana Manolache, CEO of Sequel.io, advocates for incorporating AI yet acknowledges its limits. While she values AI’s role in efficiency, she insists that AI cannot replace her executive assistant. The emotional intelligence and relationship management crucial to executive assistants are irreplaceable by AI, a sentiment echoed within the industry.
Remote work is another shift seen with administrative roles, with many assistants now working remotely through platforms like Viva Talent. There is considerable opportunity for growth when professionals are skilled in AI, says executive assistant coach Melissa Peoples. She notes gender dynamics exacerbate challenges in a female-dominated field paired often with male leaders.
Effective AI training can empower admins to have a noticeable impact. This training helps protect them against changes as AI becomes more common. Peoples emphasizes the need for these professionals to find their voice and forge a significant presence in the workforce.
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