How Administrative Professionals Can Use a Custom GPT to Save Time & Boost Productivity

AI is transforming the workplace. Are you using it to your advantage?

As an administrative professional, you juggle countless tasks: managing emails, organizing schedules, summarizing meetings, and keeping everything running smoothly. What if you had an AI assistant to help?

Enter Custom GPTs: AI-powered assistants tailored to your specific needs. Whether you’re an Executive Assistant, Office Manager, or Chief of Staff, a Custom GPT can save you time, improve efficiency, and enhance accuracy in your daily work.

What is a Custom GPT?

A Custom GPT is a personalized version of OpenAI’s ChatGPT that follows your instructions, understands your workflows, and communicates in your preferred style.

Unlike the standard ChatGPT, a Custom GPT can:

• Automate repetitive tasks like drafting emails and meeting summaries
• Follow company-specific guidelines for formatting and tone
• Understand industry jargon and provide specialized insights
• Save time by streamlining research, scheduling, and documentation

How Can Admins Use a Custom GPT?

Here are a few ways administrative professionals can integrate a Custom GPT into their workflow:

• Inbox Assistant → Draft, summarize, and prioritize emails
• Meeting Note Summarizer → Extract key takeaways from transcripts
• Research & Report Generator → Summarize industry trends in seconds
• Communication Standardization → Maintain consistency in messaging

Example Prompt: "Summarize this meeting transcript into three key takeaways, assigned action items, and a follow-up email."

Pro Tip: Use ChatGPT as Your Thought Partner for Custom Instructions

Creating the perfect Custom GPT starts with clear, detailed instructions. But if you’re unsure where to start, ChatGPT can actually help you write them.

Try This Prompt: "I want to create a Custom GPT that helps with [task, e.g., managing executive emails]. What key instructions should I include to ensure it follows my formatting, tone, and workflow preferences?"

ChatGPT will then suggest:

• Tone & Style Adjustments – Formal vs. casual, concise vs. detailed
• Response Guidelines – How it should prioritize information
• Knowledge Boundaries – What topics it should focus on (or avoid)
• Example Prompts – Pre-built questions to guide responses

Refine & Iterate: Once ChatGPT provides suggestions, tweak them to match your specific needs. You can even ask:

• "Make this more concise."
• "Adjust this to sound more professional."
• "Add an example response for clarity."

By using ChatGPT as a thought partner, you’ll develop clearer, more effective instructions - ensuring your Custom GPT works exactly how you need it.

Step-by-Step: How to Create Your Own Custom GPT

1. Access OpenAI’s Custom GPT Tool

• Go to OpenAI’s website and log in
• Click "Explore GPTs" → "Create a Custom GPT"

2. Define Its Purpose

• What tasks should your AI assistant help with?
• Who will use it—just you, or your entire team?

3. Set Custom Instructions

• Choose a tone & style (e.g., formal for executive emails, friendly for customer support)
• Define knowledge boundaries (e.g., "Focus on HR policies, avoid personal advice")
• Provide example prompts to guide responses

4. Test & Refine

• Run real-world scenarios to fine-tune responses
• Adjust instructions based on accuracy and relevance

5. Deploy & Integrate into Your Workflow

• Use your Custom GPT to automate daily tasks
• Connect it with tools like Notion, Slack, or Outlook for seamless productivity

Continue the Conversation: Join The Future Focused Admin Community

AI isn’t replacing administrative professionals—it’s empowering them. By setting up a Custom GPT, you can focus on high-value work while AI handles the repetitive tasks.

Want a step-by-step walkthrough? Join The Future Focused Admin Community, where we’re hosting two live sessions later this month on Build Your Custom GPT.

Already a member of the paid tier? The first lesson is already recorded and available for you to watch now.

Inside, you'll get:

• Video tutorials on creating & optimizing Custom GPTs
• Live training & events with AI expert Jessica McBride
• Pre-built AI templates to plug into your workflow

Don’t get left behind - start using AI to your advantage today.

Let’s talk: How would you use a Custom GPT in your daily work? Drop your thoughts in the comments!