15+ Apps to Enhance the Executive Assistant & Chief of Staff Experience

While being an Executive Assistant, Chief of Staff, or other Force Multiplier isn’t necessarily a 24/7 job for all of us (though it certainly can be!), it does require a lot of time, commitment, and energy to do it and do it well, while not burning out. This is where technology can play a huge part in enhancing the effectiveness of Force Multipliers and (perhaps most importantly) making our careers more enjoyable along the way!

Here are 15+ great apps for Force Multipliers:

1. Time Buddy or Calendly – Time Buddy is a simple way to verify all the time zones when you’re planning and scheduling international meetings, events, and travel. Calendly goes one step further by eliminating the back-and-forth emails to find the perfect time to meet amongst multiple parties.

2. Instagram and LinkedIn – Social Media is more than just a way to stay connected with friends and family and decompress with some hilarious Reels. It’s an important tool for building your personal and professional brand, networking with like-minded individuals, identifying opportunities for yourself and your organization, and finding new products or services to try. Just don’t get stuck in mindless scrolling! Get in and get out.

3. Audible – A big part of our job as Force Multipliers is to make sure we’re getting enough input (books, articles, podcasts, courses, etc.) so that we can be a good steward of that knowledge and pass it on to the right person at the right time (most often our Principal or leadership team). It’s also a great way to stay in alignment with what your Principal is reading or listening to so that you can be a part of the conversations, connect the dots across the organization, and make sure their agenda is being moved forward. Listen while getting ready for the day, on your commute, or while working out.

4. Headspace – Need a little calm, centering energy to start your day? Or a consistent way to unwind after a high-octane day at the office? Check out the Headspace app to learn more about meditation and mindfulness. The app has guided meditations, sleep music, inspiring stories to jump-start your day, and more. When we can manage our energy throughout the day, we become even stronger individuals and strategic partners.

5. ChatGPT – AI will not replace EAs… but knowing how to use it can keep you competitive and save you time. Use it to help you draft main talking points for your Principal’s upcoming presentation, create that Excel formula you just can’t figure out, or write a pitch email for a PR opportunity.

6. Pandora or Spotify – Dealer’s choice. I’m a Pandora girl myself (I’m listening to Pink Martini Radio as I write this). Regardless of which music app you enjoy, listening to music while working can create a highly productive environment. Plus, it can just be fun and mood-boosting! So, when your energy is low, or you need to focus on a high-impact project, or you’re plowing through hundreds of emails, open up your app of choice and get your brain waves moving.

7. NerdWallet – Financial health and wealth are for everyone. From connecting all of your accounts in one place to tracking your net worth, to getting insight and advice on credit cards and mortgages, this app brings your money together in one easy-to-use format. The first step in knowing how to make your money work for you is by tracking and monitoring where you are at. You work extremely hard. Being intentional about your debt, budget, cash flow, and investments will help you live a life of abundance now and in the future.

8. Otter.ai – If you want to increase your visibility as an EA or COS then stop taking notes in meetings. Shocking, I know! But if you’re in a meeting transcribing everything that is being said, then you’re not really “in” the meeting. As you’re trying to capture what is being said, you miss the subtleties of the conversation, you miss the spaces where things aren’t being said, you miss the opportunity to share an idea or bring an issue to light that no one is bringing up. Sure, jot down a few action items, but stop transcribing. Use Otter.ai for that. You can record the entire meeting, and if you need to go back and listen, you can. Instead of taking notes, sit at the table. Listen. Contribute. Highlight any action items. And then follow-up. No note-taking needed.

9. AutoSleep – Energy management seems to be a reoccurring theme here for enhancing the experience for Executive Assistants and Chiefs of Staff, but it is so important! If we aren’t maintaining our health and energy then we are no good to ourselves, our family, our community, or our company. AutoSleep will analyze the quality of your sleep including restlessness, time awake, and heart rate. Good sleep is a cornerstone for brain and body health. Don’t sleep on your sleep!

10. Starbucks – Who hasn’t needed a late afternoon latte, a quick thank you gift for a colleague, or breakfast for a last minute leadership meeting? Starbucks to the rescue! When I’m looking for a little pick me up I’ll go for a vanilla sweet cream cold brew. Treat yourself.

11. Canva – Look like a pro with Canva. Force Multipliers are often on tight deadlines to create a one-off social media post or flyer to go along with some messaging from our Executive. Canva makes the design process super simple, while still producing high quality assets. I also like to use it for personal branding on Instagram.

12. Beachbody On Demand – Beachbody On Demand (BOD) is like the Netflix of fitness programs. You have old standbys like Insanity, P90X, and TurboFire, mixed with a stream of new programs ranging from boxing, to Pilates, to barre, to HIIT, to dance, to yoga, to lifting, and more. There really is something for everyone and you and stream right from your phone—perfect for travel or work events. Keeping your body strong, flexible, and healthy is so important to have the energy and stamina needed to do the work we do. With this app, you’ll never have an excuse not to work out again! Disclosure: As a Beachbody Coach, I earn from qualifying purchases.

13. Amazon – The everything store. Need I say more?

14. Todoist – I love lists. I have a feeling I’m not alone. Get the thoughts, ideas, and to-dos out of your head and into one place where they can be organized, assigned deadlines, and reminders. Stay organized at work and at home with this one easy app. Often times we distract ourselves by repeating a to-do in our head or end up waking up in the middle of the night with something we don’t want to forget. Use Todoist at the end of the day and do a full brain dump so you can go to bed with a clear head knowing you’ve captured important information to handle the next day.

15. ClickUp – Looking for a simple and collaborative task and project management tool? Look no further than ClickUp! ClickUp claims to be the one app that will replace them all, and it very well could. ClickUp handles your to-do lists, team communication, goal tracking, recordings, spreadsheets, project management, and more. Worried about implementation? You can actually automatically import your information from many other productivity apps right into ClickUp.

What apps would you add to the list? What are your top 3 must have phone apps?

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