Secretaries and administrative assistants are facing significant challenges as artificial intelligence tools like ChatGPT and Claude increasingly handle tasks traditionally performed by human workers. This profession, predominantly staffed by women, appears to be especially susceptible to AI-driven job displacement compared to the broader labor market.
Despite these concerns, some administrative professionals have embraced AI as a means to enhance their productivity. Deanna Danger, an administrative assistant since 2003, highlights the importance of adapting to change. She began utilizing AI tools in 2022, allowing her to engage more actively in meetings by delegating note-taking responsibilities to AI systems like Copilot and ChatGPT. “Tasks that once required hours now take me less than five minutes,” she notes. Danger works as the executive assistant to the chief information officer at Vanderbilt University.
While the long-term effects of AI on this sector remain uncertain, job numbers for secretaries and administrative assistants have been declining for decades. In 2004, 3.5 million people held these roles, with women comprising nearly 97% of the workforce. However, by 2024, that figure had fallen to 2.1 million, even as the overall labor market expanded. Economists at the U.S. Bureau of Labor Statistics anticipate continued decreases in these positions, with the exception of medical secretaries and administrative assistants, which are projected to grow by 4% by 2034 due to the healthcare industry’s expansion.
The unemployment rate for a broader category, office and administrative support workers, which includes accounting clerks and postal service staff, rose to 4% from 3.6% a year earlier. Despite this increase, the rate remains lower than the national average. Emily Rolen, lead economist at the Bureau of Labor Statistics, attributes the ongoing decline to productivity-enhancing technologies that reduce the demand for human labor in administrative roles. Technological advances such as word processing, speech-to-text transcription, and scheduling apps have transformed and minimized the duties of administrative professionals.
A Brookings Institution report suggests that clerical workers may be more vulnerable to AI-induced job loss because they often have limited savings, are older, and possess narrow skill sets. About 86% of these workers are women. The demographic of secretaries and administrative assistants skews older, with 34% aged 55 and above versus 23% across the wider workforce. These roles typically offer lower median pay ($47,460) than the national median ($49,500), and a high school diploma suffices for many entry-level positions.
The Brookings report emphasizes the need to recognize individual adaptability in changing environments, exemplified by professionals like Danger, who says, “We are way more capable than people think.” Danger facilitates a biweekly virtual meeting for peers via the American Society of Administrative Professionals, an organization with around 132,000 members. Discussions often explore AI applications such as creating flyers, identifying venues for executive events, and writing social media captions.
“AI cannot and will not replace the emotional intelligence and relationship-building skills that characterize successful administrative work,” warn several participants. Concerns about data security and the lack of AI regulation persist.
Fiona Young, founder of Carve, observes growing demand for training administrative professionals in AI. She has provided training globally to companies like Google, Amazon, and Uber. Young stresses that employers expect staff to incorporate AI as an essential tool in their daily work.
Oana Manolache, CEO of Sequel.io, emphasizes AI’s transformative potential, stating, “I will fire anyone who doesn’t use AI.” Yet, she acknowledges that AI cannot replace her executive assistant, Stephanie Martinez, who leverages AI for tasks like note-taking to focus on team connectivity and stakeholder communication.
Martinez, working remotely from El Salvador through Viva Talent, demonstrates the evolving landscape for administrative roles. She uses AI to analyze customer communications and draft emails, allowing her to work creatively and effectively.
Melissa Peoples, an executive assistant coach, argues for comprehensive AI training to help professionals “find their voice” in an era of agentic AI. Effective training equips admins with the skills needed to maintain relevance and influence within their organizations.
The Associated Press acknowledges Pivotal Ventures’ financial support for its coverage of women in the workforce.