Executive assistant tools

An EA's toolkit.

Executive assistant tools work best as a small stack: one for calendar control, one for inbox triage, and a dependable place for meeting prep and follow-through. The right executive assistant tools depend on whether your biggest daily drain is scheduling, email, notes, or keeping promises from disappearing after a conversation.

Quick picks by task

• Calendar protection and flexible scheduling: Reclaim can reserve focus time, habits, tasks, and meeting buffers around a changing calendar.
• Tasks and calendar in one plan: Motion suits people who want work deadlines placed directly into their schedule.
• External meeting booking: Calendly gives executives and their assistants a shareable booking page and routing options.
• Inbox sorting: SaneBox focuses on reducing email noise across an existing inbox.
• High-volume email work: Superhuman is an email client built around rapid triage, writing, and follow-up.
• Meeting notes and action items: Otter creates live notes and summaries for supported meetings.
• Delegated assistant workflows: Lindy offers configurable AI agents for inbox, meeting, and other work routines.
• Reference pages, checklists, and team procedures: Notion provides flexible documents, databases, and task tracking.
• Conversation follow-through: Teriara is in early access. Live features include follow-up drafts after calls and meetings for you to review, edit, and send, plus a morning briefing and a brief before calls.

How we compared them

Executive work spans calendar control, booking, inbox triage, preparation, note taking, and follow-through. We compared each product by its main job, where it can help an EA, trade-offs to check before adoption, and the vendor's published pricing. A useful stack gives each tool a clear job and an obvious handoff.

A scheduling link does not maintain an executive's task list. A note taker may capture a meeting, but the assistant still needs to verify the summary, assign an owner, and follow up. Treat privacy, supported calendars, account access, and company policy as part of the selection criteria, especially for products that connect to email or meetings.

For the work rhythm and checklists, see tools and templates for executive assistants, the executive briefing template, and the meeting prep template.

Prices and plan details can change. Check the linked vendor page for billing terms, plan limits, and add-ons before buying.

Reclaim: calendar protection

What it's for: Reclaim is a calendar scheduling tool that fits focus time, tasks, habits, and meeting buffers around existing commitments. Its product pages also describe smart meetings and scheduling links.

Strengths: It is a natural choice when an executive's calendar shifts often and recurring priorities keep getting displaced. An EA can schedule habits and task time alongside meetings, then adjust rules as priorities move. Scheduling links can help with booking while protecting availability.

Trade-offs: Reclaim focuses on calendar optimization, so it will not replace a full inbox workflow or executive briefing system. Confirm calendar compatibility, seat needs, and whether the executive is comfortable with flexible blocks moving automatically.

Pricing: Reclaim lists a free Lite plan, Starter at $10 per seat/month, and Business at $15 per seat/month. See Reclaim pricing for current details.

Motion: tasks shaped around the calendar

What it's for: Motion combines project and task management with an AI calendar that plans work around deadlines and meetings. Its current site also lists meeting scheduling, notes, and documents.

Strengths: Motion can help when tasks live separately from the calendar and work is slipping. Projects and the day's schedule together make it easier to see the time required and adjust when priorities change.

Trade-offs: The executive or EA needs to maintain tasks and projects in Motion for the plan to stay useful. The pricing page shows Pro AI and Business AI prices but currently labels those plans unavailable, so verify availability before planning a rollout.

Pricing: The page lists Pro AI at $19/seat/month and Business AI at $29/seat/month. Check Motion pricing for availability and billing terms.

Calendly: external scheduling

What it's for: Calendly lets an EA share booking pages so people can choose from approved availability. It also lists team scheduling, routing, reminders, and an AI notetaker option.

Strengths: A booking link cuts down on back-and-forth for interviews, briefings, and client meetings. Team plans add round-robin and lead routing, while reminders can reduce routine coordination.

Trade-offs: Calendly handles meeting scheduling; it does not plan the executive's full workday or own a comprehensive task list. Its notetaker is an add-on to Standard or Teams, so confirm seat and plan requirements.

Pricing: Calendly lists a free plan, Standard at $10/seat/month, and Teams at $16/seat/month billed yearly. Enterprise starts at $15,000/year with a 50-seat minimum. See Calendly pricing.

SaneBox: inbox sorting

What it's for: SaneBox works with an existing email account to sort messages and help keep the primary inbox focused. It is designed for email management rather than replacing the mail service.

Strengths: Separating less urgent mail can make priority correspondence easier to see when an executive receives more messages than they can scan. It is a focused addition for an EA who wants inbox organization without moving the team to a new email client.

Trade-offs: Inbox sorting needs occasional review so important messages do not end up in an overlooked folder. It will not draft every reply or coordinate the calendar; check account compatibility and which plan features your workflow needs.

Pricing: SaneBox lists Snack at $9.49/month, or $5.42/month equivalent when billed yearly. See SaneBox pricing for other tiers and account limits.

Superhuman: a faster email workflow

What it's for: Superhuman Mail is an email client for people who spend much of the day processing messages. The current Superhuman suite also includes AI and writing features.

Strengths: It may suit an executive or assistant who wants email triage, keyboard-driven actions, and writing help in a dedicated client. It is most relevant when much of the day goes to reading, composing, and chasing email.

Trade-offs: A dedicated mail client is a larger workflow change than adding a sorting layer. Check supported mail accounts, collaboration needs, and company rules for AI-assisted email before switching. The pricing page did not expose a verifiable current figure in our fetch.

Pricing: See Superhuman Mail pricing for current plans and billing.

Otter: meeting notes and action items

What it's for: Otter provides live meeting notes, summaries, speaker identification, and action-oriented workflows. Its site lists support for Zoom, Microsoft Teams, and Google Meet.

Strengths: An EA can use notes as a starting point for a recap, briefing update, or action list, then verify names, decisions, and owners. Otter can reduce manual note capture during supported meetings.

Trade-offs: Automated notes need review before they become the official record or are sent to participants. Confirm platform support, participant expectations, recording policy, and the minutes or import limits for each plan.

Pricing: Otter lists Basic free, Pro at $8.49/user/month billed annually (or $16.99 monthly), and Business at $24/user/month. See Otter pricing for limits and enterprise terms.

Lindy: configurable assistant workflows

What it's for: Lindy offers configurable AI agents for repeatable work such as inbox management, meeting preparation, notes, and follow-up. Its site describes integrations and approval steps.

Strengths: Consider it when an EA has repeatable processes across tools that can be expressed as clear steps. Approval steps can keep a person involved before a workflow takes action.

Trade-offs: Automation requires setup, testing, and ongoing review. Credit use varies by task, so estimate real workflows and inspect permissions before connecting business accounts. Keep human approval for sensitive messages or changes.

Pricing: Lindy lists Plus at $29.99/user/month, Pro at $99.99, and Max at $199.99, with different monthly credit allowances. See Lindy pricing.

Notion: a home for briefs and checklists

What it's for: Notion is a flexible workspace for documents, databases, tasks, and shared operating notes. An EA can keep recurring checklists, project trackers, and preparation pages in one structured place.

Strengths: It adapts to different executives and teams: use a simple page for a daily agenda or build a database for recurring work. A checklist can capture executive assistant daily tasks that do not belong on the calendar, while a shared process helps with handoffs.

Trade-offs: Notion's flexibility requires setup and upkeep. A checklist needs an owner, a due point, and a place to record completion. Handle meeting notes and sensitive executive details according to your organization's access rules.

Pricing: Notion lists Free at $0, Plus at $10/member/month, and Business at $20/member/month. See Notion pricing for enterprise plans and AI terms.

Where Teriara fits today

Teriara is in early access and focuses on what happens after a conversation. Live today, it can draft follow-up messages after calls and meetings for you to review, edit, and send. Nothing is sent without you. It also offers a morning briefing, a brief before calls, people pages, and reply drafts based on the conversation.

That makes Teriara a possible companion to a calendar, inbox, note tool, or checklist when the gap is the next message or conversation. It is not a replacement for Reclaim's calendar planning, Notion's checklists, or an EA's judgment. Automatic capture of promises and tasks from calls, conversation-based reminders, and a CRM that updates itself are early access features we're building.

See tools and templates for executive assistants, copy the executive briefing template, and prepare with the meeting prep sheet. Adapt these into an executive assistant daily checklist template: calendar changes, briefing ready, travel details checked, urgent inbox items surfaced, and open follow-ups assigned. Keep a printable executive assistant daily checklist for travel days if paper is easier away from your desk. A weekly review can clear stale tasks and confirm next week's priorities; an executive assistant travel checklist should include itinerary, ground transport, meeting locations, local time zones, and backup contacts.

Last checked: September 28, 2026.

Frequently asked questions

What should an executive assistant's daily checklist include?

Start with calendar changes, meeting materials, travel or arrival details, priority messages, and follow-ups due that day. Add recurring preferences and a short list of items that need confirmation, not just completion.

Where can I get an executive assistant daily checklist template?

Use a task list or simple document and adapt it to the executive's routines. The executive assistant toolkit and executive briefing template offer useful starting points; make a separate weekly checklist for planning and review.

What belongs on an executive assistant travel checklist?

Include itinerary, addresses, ground transport, time zones, meeting contacts, required documents, and backup plans for delays. Recheck details before departure and keep key information accessible offline when possible.

Can one tool cover scheduling, notes, email, and follow-ups?

A toolkit works best when each tool has a clear job and handoffs are deliberate. Decide where the official calendar, meeting record, task list, and final email live before adding more software.

Is Teriara available now?

Teriara is in early access. Follow-up drafts, reply drafts, a morning briefing, a pre-call brief, and people pages are live; you review, edit, and send any draft yourself.

Teriara is in early access. See what is available and decide whether it fits the follow-through work in your day.