Top AI executive assistants to boost productivity
Artificial intelligence (AI) has been shown to enhance employee productivity by 66 percent across tasks like coding, customer service, and writing business documents. Similarly, an MIT study found that generative AI improves the performance of highly skilled workers by 40 percent. These findings are a testament to AI’s increasing role in the workplace.
Most businesses use AI through the implementation of executive assistants. An AI executive assistant is an intelligent virtual assistant that helps executives and other professionals manage their daily tasks, emails, schedules, and meetings. Below, we discuss some of the best AI-powered assistants for everything from customer service to project management.
What is an AI executive assistant?
An AI executive assistant is an advanced software solution designed to automate administrative tasks such as scheduling meetings, managing emails, setting reminders, and organizing workflows. Unlike traditional virtual assistants, whether human or rule-based software, AI executive assistants understand context, anticipate needs, and execute tasks with minimal manual input.
What sets AI executive assistants apart is their ability to operate proactively. While traditional virtual assistants require direct commands for each task, AI-driven solutions analyze user preferences and may suggest actions based on past interactions.
These assistants also integrate seamlessly with business tools such as calendars, emails, customer relationship management (CRM) systems, and project management platforms. This way, information is synchronized across different applications.
Key benefits of AI executive assistants
AI executive assistants offer several benefits for professionals in all fields of work. Here are some notable ones.
Time-saving capabilities
Since AI-powered assistants automate tasks that previously had to be done manually, they save workers a lot of time. For example, an AI executive assistant can automate mundane and repetitive tasks such as data entry and document formatting. Professionals can then spend this freed-up time on more valuable tasks requiring attention and creativity.
Enhanced productivity
As professionals have more time to focus on important work, they can increase their output and accomplish more in the same amount of time. Suppose an executive manages a high volume of emails daily. An AI assistant can categorize messages and flag urgent ones. It may also draft responses based on past communication patterns.
AI-driven decision-making
An AI virtual assistant can also analyze data to provide recommendations and insights that support decision-making processes. It can collect information from emails, workflows, documents, calendars, conversations, and other sources. For example, if an executive is overloaded with meetings, an AI assistant can highlight low-priority appointments that could be rescheduled or suggest blocks of uninterrupted time for focused work.
Improved work-life balance
Similarly, an AI assistant can provide reminders for self-care activities, such as breaks and mindfulness exercises. It may also block off personal time in the calendar for hobbies and family events to help professionals disconnect from work and recharge. By reducing the cognitive load of professionals and freeing up more time for personal responsibilities, AI executive assistants can improve mental wellbeing and work-life balance.
The 10 best AI executive assistants in 2025
We’ve put together a list of the best AI-powered assistants for executives in 2025. These assistants are designed to help busy professionals manage their day-to-day tasks while maximizing productivity.
1. Jotform AI Agents
Best For: Customer service and support
Developer: Jotform Inc.
G2 Ratings: 4.7/5
Jotform is a one-stop shop for businesses and executives looking for AI agents for customer support. With an agent directory of over 7000 options, Jotform has an AI agent for every use case in all major business industries.
Setting up your AI agent is a breeze. You can either start from scratch or use an existing form. There are plenty of templates to choose from, giving you the flexibility to customize your form and AI agent according to your business needs. Then, you simply have to train the agent with your knowledge base and customize it as you desire.
Key Features
- Integration with Slack, Dropbox, Google Calendar, and more
- 7000+ Agent templates
- Multichannel interaction across various platforms, such as phone, website, app
- Compliance features for regulated industries
Limitations
Requires investment of time and effort to ensure that the AI can provide accurate and relevant answers
Pricing
- Free: Up to 5 agents and 100 monthly conversations with 10,000 monthly sessions and 30 minutes of voice calls
- Bronze: $34 per month for up to 25 agents and 1,000 monthly conversations with 100,000 monthly sessions and 50 minutes of voice calls
- Silver: $39 per month for up to 50 agents and 2,500 monthly conversations with 1,000,000 monthly sessions and 100 minutes of voice calls
- Gold: $99 per month for up to 100 agents and 10,000 monthly conversations with 2,000,000 monthly sessions and 300 minutes of voice calls
- Enterprise: Custom pricing for unlimited agents, conversations, sessions and 1000 minutes of voice calls
Nonprofits and educational institutes get a 50% discount on their plans.
| Pros | Cons |
|---|---|
| – Easy to use interface – Multiple integrations to choose from – Flexible customization options | – Free plan has limits |
2. Clay
Best For: Lead enrichment and outreach.
Developer: Clay Crew
G2 Ratings: 4.9
With over 100 AI research agents and premium data sources, Clay is a powerful tool for lead enrichment and outreach. It helps automate research to uncover information missed by traditional providers.
Clay’s agents can summarize financial docs, create lead scoring models, format data, clean data, enrich data, and more. Plus, Clay provides real-time intent signals so you never miss key customer events.
Key Features
- Flexible, iterable workflows
- Integration with email tools, website CMS, data warehouse, CRM, and more
- Intent-based outreach flows
- Account-based marketing
Limitations
Can be expensive if you don’t have APIs.
Pricing
- Free: Unlimited users with up to 100 search credits per month
- Starter: $149 per month with up to 2,000 search credits per month
- Explorer: $349 per month with up to 10,000 search credits per month and integrations with HTTP APIs and email sequencing
- Pro: $800 per month with up to 25,000 search credits per month and integrations with CRM, HTTP APIs, and email sequencing
- Custom: Pricing available upon request for all Pro features plus dedicated Slack support, credit reporting analytics, AI prompting support, and customer automation templates
| Pros | Cons |
|---|---|
| – Ease of use – Multiple integrations – Built-in features like Clay Company Search and People Search – Custom waterfall for every task | – Has a steep learning curve – Can be expensive without APIs |
3. Reclaim
Best For: Scheduling tasks and maintaining work-life balance.
Developer: Reclaim.ai (co-founders Patrick and Henry Shapiro)
G2 Ratings: 4.8
Reclaim is an AI scheduling assistant that helps maintain a healthy work-life balance by automatically prioritizing tasks and scheduling time for them. It integrates with your existing calendar and task management tools to create a personalized schedule based on your priorities and availability.
With features like automated meeting scheduling and smart notifications for conflicting events, Reclaim makes it easy to stay on top of your workload.
Key Features
- Personal time tracking
- People analytics to analyze team performance and productivity
- Integration with Slack, Asana, Zoom, ClickUp, and more
- Customization options for every personal habit
Limitations
Clunky native task management might not be ideal for users already committed to using a different task management tool.
Pricing
- Lite: A free plan with 1 user, 1 smart meeting, and 3 habits
- Starter: 10 per month for 10 seats, 3 scheduling links, 3 smart meetings, and unlimited habits
- Business: $15 per month for up to 100 seats, unlimited smart meetings, unlimited scheduling links, and unlimited habits
- Enterprise: Custom pricing for over 100 seats and unlimited features and integrations
| Pros | Cons |
|---|---|
| – Excellent auto-scheduling – Drag-and-drop interface to add tasks, meetings, and habits – Scheduling links for efficient meeting organization – Regular updates and bug fixes | – Only available in web version – Limited project management features |
4. Ava
Best For: Outbound sales automation.
Developer: Artisan AI Inc.
G2 Ratings: 3.3
Ava is a powerful AI sales agent that learns about your ideal customer profile (ICP) and objectives through a simple chat interface. She then scans a vast database of over 300 million contacts to identify high-potential leads.
Ava can craft personalized emails, optimize send times, and automate follow-ups. She even warms up email addresses and refines strategies over time based on historical data.
Key Features
- A conversational AI assistant
- Native integrations
- Email warmup and lead discovery
- Personalized outreach for each lead
Limitations
Limited customization options beyond ICP and objectives.
Pricing
Custom pricing is available based on your use case, such as data enrichment, personalized email outreach, email deliverability, and personalized LinkedIn outreach.
| Pros | Cons |
|---|---|
| – Personalized plans for businesses – Responsive customer support – Easy to learn and use – AI-powered personalization | – UI could be better – AI malfunctions at times |
5. Motion
Best For: AI scheduling for project management.
Developer: Motion (founded by Harry Qi, Omid Rooholfada, and Ethan Yu)
G2 Ratings: 4.1
Motion combines AI-powered scheduling with robust project management, making it a valuable tool for professionals who juggle multiple deadlines. Its intuitive interface keeps key information accessible with tasks on the left, a dynamic calendar in the center, and a drag-and-drop scheduling system that automatically adjusts to fit new priorities.
Beyond scheduling, Motion offers advanced task management with customizable priorities and real-time risk alerts for overdue tasks. The Kanban view, team collaboration tools, and reusable templates further enhance efficiency.
Key Features
- Meeting prioritization by type
- Automated scheduling system
- Integration with Zapier, Slack, and more
- Available for individual and team use
Limitations
Can be too complex for basic scheduling needs.
Pricing
- Individual: $34 per month with automated scheduling, task management, and meeting booking templates
- Business Standard: $20 per person with everything included in Individual plus 10 concurrent workflow automation and time tracking
- Business Pro: Customer pricing with additional features like team reporting, API access, and enterprise-grade security
| Pros | Cons |
|---|---|
| – Easy to use – Streamlines task scheduling – Kanban integration – Time and cost-saving | – Limited number of integrations – Only works for internal team tasks |
6. UserGems
Best For: Lead scoring and enrichment.
Developer: UserGems (co-founded by Christian Kletzl)
G2 Ratings: 4.7
UserGems is an AI-powered tool that tracks buyer signals to help sales teams re-engage potential deals at the right moment. When a deal stalls due to budget constraints or internal roadblocks, UserGems monitors key changes so you never miss a new opportunity.
At the core of this platform is GemAI, an intelligent assistant that tracks job moves, company growth, and other buying signals. It scores leads and notifies you when it’s the perfect time to reach out.
Key Features
- Email sequence drafting
- LinkedIn message creation for sales reps
- Integration with sales tools
- Personalized messages based on CRM data
Limitations
Can be expensive for small businesses or individual use.
Pricing
Available upon request.
| Pros | Cons |
|---|---|
| – Effective lead generation – Easy to use – Comprehensive database – Intuitive interface | – Shows inaccurate information at times – Lead filtering could be better |
7. Otter
Best For: Transcription, summarization, and note-taking.
Developer: Otter.ai
G2 Ratings: 4.3
Otter is one of the best AI business tools for executives who want to speed up their note-taking process and have accurate transcripts of important meetings. All you need to do is press the record button, and Otter does the rest using its AI voice recognition technology.
Its sales assistant, OtterPilot, also provides real-time insights and syncs your call data with HubSpot and Salesforce.
Key Features
- Native integrations
- Team collaboration
- Note-taking capabilities
- Automated transcriptions
Limitations
AI may be inaccurate at times or have trouble with certain accents and languages.
Pricing
- Basic: Free for 300 AI transcription minutes in English, Spanish, and French.
- Pro: $16.99 per user per month for 1200 transcription minutes.
- Business: $30 per user for 6,000 monthly transcription minutes and prioritized support.
- Enterprise: Pricing is available upon request for organization-wide deployment.
| Pros | Cons |
|---|---|
| – Ease to use – AI summaries available – High accuracy rate – Support for multiple languages | – Tends to have recording issues at times – Tricky to manage admission to meetings |
8. Instantly
Best For: Automated sales management.
Developer: Instantly.ai
G2 Ratings: 5
Instantly is the best for sales automation for executives in small businesses with its performance tracking and lead management features. It automates lead enrichment, email crafting, email delivery, website visitor tracking, and more to centralize the whole sales cycle.
Key Features
- AI-powered email writing
- Email warmup and verification
- Lead research
- Lead enrichment and performance tracking
Limitations
Lacks advanced features that might be needed by larger organizations with complex sales cycles.
Pricing
- Growth: $37 per month with unlimited email accounts, 1,000 contacts, and 5,000 emails
- Hypergrowth: $97 per month with unlimited email accounts, 25,000 contacts, and 100,000 emails
- Light Speed: $358 per month with everything in Hypergrowth plus 500,000 emails and 100,000 contacts
| Pros | Cons |
|---|---|
| – Excellent customer support – Easy to learn – Simple and user-friendly desktop interface – Large volume lead handling with ease | – Higher-tier plans are expensive – Mobile interface could be better |
9. Trevor
Best For: Day planning and scheduling.
Developer: Trevor Labs Ltd.
G2 Ratings: 4.5
Trevor is an intuitive and simple-to-use scheduling and planning tool designed for busy executives. Its AI scheduling assistant helps you manage day-to-day tasks and schedule your meetings efficiently, allowing you to focus on your top priorities.
Key Features
- A task hub for task organization
- Smart planner with real-time updates
- Drag-and-drop functionality
- In-schedule AI suggestions
Limitations
Isn’t suitable for teams or complex project management.
Pricing
- Free: With task hub, smart planner, and unlimited task scheduling.
- Pro: $6 per month with multiple calendar accounts and a personal AI model.
| Pros | Cons |
|---|---|
| – Suitable for startup founders, solopreneurs, and freelancers – Simple interface – Recurring task scheduling – Personal scheduling insights and suggestions | – Limited offline access – Occasional sync issues |
10. FastTrackr
Best For: Meeting invite, email, and reminder automation.
Developer: gAI Ventures Private Limited
G2 Ratings: 4.9
FastTrackr is among the best AI productivity tools, which helps with scheduling meetings, converting speech to notes, drafting emails, and more. Since it has multi-account integration and time zone conversions, teams across the globe can collaborate effortlessly.
Key Features
- Support for over 50 languages
- Email drafting and delivery from WhatsApp
- Smart calendar management
- Timely reminders for to-do management
Limitations
Time zone limitations arise in some features.
Pricing
- Free: For up to 15 requests and 1 email account.
- Starter: $10 per month for 100 requests and 1 email account.
- Pro: $20 per month for 250 requests and 3 email accounts.
- Elite: $30 per month with unlimited requests and accounts.
| Pros | Cons |
|---|---|
| – User-friendly interface – Multiple account management – Support for multiple languages – GPT-like research options | – Time zone issues – In-depth tutorials and training modules are missing |
The future of AI executive assistants
As AI executive assistants become better and smarter, we can expect to see them take on more roles. For example, voice-enabled AI is becoming more sophisticated and will soon allow executives to flawlessly manage schedules, set reminders, and send emails using natural speech.
Similarly, deep learning algorithms will enhance decision-making, allowing AI assistants to analyze work patterns and provide proactive suggestions. Instead of just scheduling meetings, they’ll recommend the best times based on past productivity trends.
Smarter enterprise software integrations will also increase. AI assistants will connect with CRMs, project management tools, and analytics platforms, creating a more automated and intelligent workflow.
Get started with Jotform AI Agents today
Having an AI virtual assistant by your side can not only save time and hassle but also improve performance and boost productivity. Going forward, using AI productivity tools will be the norm, making your life as an executive easier and more efficient. Take your first step towards this efficiency by using an AI executive assistant from our list.
Jotform AI Agents are the ideal place to begin. They allow you to transform your forms into dynamic, conversational experiences without needing to write any code. By using Jotform’s AI-powered tools, you can collect information more intuitively, efficiently, and engagingly. Check out the Personal Assistant AI Agent, the Shopping Assistant AI Chatbot, or one of the 7,000-plus other templates to get started.
Photo by Yan Krukau
Send Comment: