AI Takes Over Admin Tasks, But Some Assistants Fight Back

The number of secretaries and administrative assistants in the U.S. has dropped sharply, from 3.5 million in 2004 to 2.1 million today. Now, a new threat is speeding up that decline: artificial intelligence tools like ChatGPT and Claude. AI can handle many tasks that admins do, like taking notes, scheduling meetings, and drafting emails. The U.S. Bureau of Labor Statistics predicts the profession will keep shrinking, except for medical secretaries, where jobs may grow 4% by 2034. But some administrative assistants are fighting back by using AI themselves. Deanna Danger, 43, has worked as an admin since 2003. She now uses AI to take notes during meetings, freeing her to participate more. "What used to take me hours, I’m now done with in under five minutes," she says. The job market is tough for these workers. Many are older—34% are 55 or above, compared to 23% in the overall workforce. Their median pay ($47,460) is lower than the national average ($49,500), and many jobs only require a high school diploma. A Brookings Institution report warns these workers may struggle to adapt because they have limited savings, older age, or narrow skills. Despite the risks, some admins are embracing AI. Danger hosts virtual coffee chats for peers through a professional group, where they share tips on using AI for tasks like creating flyers or drafting social media posts. Fiona Young, founder of an AI training company for executive assistants, says demand for her services has "massively shifted" since 2023. She has trained staff at Google, Amazon, and Uber. Oana Manolache, CEO of a tech company, says she would "fire anyone who doesn’t use AI." But she admits AI cannot replace her own executive assistant, Stephanie Martinez. Martinez uses AI to handle routine tasks so she can focus on building relationships and making judgment calls. Melissa Peoples, an executive assistant coach, says the key is training. With good AI skills, admins can "find their voice" and protect their jobs as AI becomes more common. The message from workers like Danger is clear: adapt or fall behind. "All you do is have to evolve," she says.