2 of 13

What is AI

AI (Artificial Intelligence) are systems that are capable of human like intelligence

Gen AI (Generative AI) are a type of artificial intelligence technology that can produce various unique content created by a users prompts.

Example of GenAI

Text generation – ChatGPT, Claude

Image generation - Midjourney

Video generator - Synthesia

AGI (Artificial General Intelligence) this DOES NOT exist yet. It is a system that is capable of learning ANY task or subject.

3 of 13

What is ChatGPT?

Chat GPT is a large language model (LLM)

An LLM is a machine learning model that can understand and generate text.

ChatGPT is trained on vast amounts of text from books, websites and articles to enable it to understand language patterns and generate answers to prompts. Think of it as like a calculator for words

ChatGPT has many uses including research, writing documents, summarising documents, creating tables, coding, finding solutions, brainstorming, creating poetry, books, art & music.

4 of 13

ChatGPT provide images of AI being used in everyday life

5 of 13

Logging into ChatGPT

Make sure you sign into the PSG ChatGPT webpage. This will keep everything as secure as possible. Go to https://chatgpt.com/ and click login top right and use your PSG email address. If you cannot get access inform IT. To make sure you are correctly signed in to the PSG domain it should say at the bottom “PSG Equity workspace chats aren't used to train our models. ChatGPT can make mistakes”.

The Perfect Prompt

Your ChatGPT answer will only be as good as the prompt you provide.

To perfect your prompt keep in mind the following acronym:

COIF

Context – expertise, role it should play, about you, about your audience

Output – the job to be done, the output you want

Intent – your aim and purpose

Format – bullets, with headers, sheet, word count, tone, British English etc

6 of 13

Example of a recent prompt

I am hosting a conference next year for CEO's and I need a 5 star venue that is 30 minutes from Heathrow but is not at Heathrow. It needs to have 70 bedrooms, a large conference room that fits 100, 4 smaller breakout meeting rooms. It needs a restaurant onsite that can provide lunch and dinner. It needs acres of ground surrounding the venue and be picturesque.

You can choose to either give one large “mega prompt” with loads of detail.

With the above prompt to begin with I didn’t include for the venue not to be at Heathrow

so it gave me several airport hotels.

Check all results thoroughly as ChatGPT can lie. To put it a nicer way it can be inaccurate so CHECK CHECK CHECK every result.

Alternatively, you can give information bit by bit and get it to tweak the result. I would advise if you aren’t happy with the first result from ChatGPT continue prompting with more information.

7 of 13

You can customise your ChatGPT by doing the following:

Sign into PSG ChatGPT page https://chatgpt.com/
Click PSG at the top right
Click on customise ChatGPT
Fill in “What would your CHATGPT need to know about you to provide better responses” for example put in where you work, where your work is based, what your role is, what you have to do in your role, what you want ChatGPT to do. You can also put in your interests, hobbies, where you live”
Also fill in “How would you like ChatGPT to respond” for example do you want it to respond in a formal tone, do you want it to clarify unclear prompts.

You can also create your own GPTs focusing on areas you are interested in:

Click PSG at the top right
Click on My GPT’s

Then create your own GPT’s that you can select for certain prompts. I have created the following GPTs:

Event Organiser
Email Writer
Document Summariser

8 of 13

Examples of how I have used ChatGPT:

For writing this booklet I asked it several times on how to re-word certain phrases and also explanations for LLM’s, AI etc.

When we receive emails on IC’s and Boards you can cut and paste the email into ChatGPT and ask it to provide an easy to read summary. Also you can drop documents and PDF’s into ChatGPT and ask it to summarise.

Researching restaurants and venues. As you have seen from previous pages I have used it for conference venue research. You could also ask ChatGPT prompts on what should be included at a conference for example name badges, merch, budget etc to ensure you don’t miss anything.

When ChatGPT gives you information you can ask it to put it into an Excel table, Word or Powerpoint document. For example when researching venues I could have put the information into an Excel table

When Guillermo started I wanted an easier way to produce the Powerpoint onboarding schedule. I firstly took a screen shot of his inductions in his Outlook calendar. I then dropped that into ChatGPT and asked it to produce a Powerpoint presentation in the same format as done for Jan when he started. I then dropped Jan’s onboarding doc into ChatGPT. It took a fair amount of re-prompting but it got me close to what I needed. You will nearly always need to edit documents that ChatGPT has produced but should give you a good place to start.

6. If I have handwritten notes I need to type up I will open ChatGPT on my phone (make sure it’s signed into PSG ChatGPT) and take a photograph of the text and ask ChatGPT to

write up the notes. I have very scruffy handwriting and it can read the majority.

7. Rather than type your prompt you can also use the voice note option on your iPhone to prompt ChatGPT.

8. Producing schedules for my exec. I have taken a screenshot of their daily calendar and asked ChatGPT to write up what is happening that day.

If I have realised one thing it is to always think creatively when it comes to ChatGPT. Every task I wonder if ChatGPT could do it faster and quicker. It is a lot of trial and error. A lot of re-prompting. There is no rulebook on what ChatGPT can be used for so it’s up to us to be inventive.

9 of 13

ChatGPT Canvas

There is an option within ChatGPT where you can edit a document alongside ChatGPT. This basically means you can collaborate with ChatGPT and instruct ChatGPT to edit and you can also edit within the text.

When you are logged into ChatGPT go to the dropdown menu at the top ;left and change the option from GPT-4o to GPT-4o with canvas.

You can then cut and paste an email into ChatGPT or a document and prompt ChatGPT to open this in canvas mode. You would usually use this canvas option for long documents that needs to be edited several times.

This video is helpful in explaining this option more https://www.youtube.com/watch?v=OhWPmVCeVs0&t=168s

You will then find on the bottom right there is a pencil that will extend giving you the following options of what ChatGPT can do to your document:

- Adjust the length

- Reading level – do you want primary school, secondary school, university etc

- Add final polish

- Add emojis

10 of 13

Problems with AI & ChatGPT

All information you get from ChatGPT and other AI sources should be fact checked. Hallucinations are common.

I wanted to use it to get flight schedules, Eurostar schedules and train schedules. ChatGPT always gives INACCURATE information for this. This might improve but at the moment do not use for checking travel times. IT are adding the Kayak add on to my ChatGPT so it may improve but I will let you know.

It will only ever be as good as the prompt you provide. Garbage in, garbage out.

AI can be biased similar to humans. When asking it to produce images it will often create images of attractive, slim, white people rather than the much broader demographic. Ask for a picture of a CEO it will most likely be male. Ask for a photo of an assistant it will be female.

It can be used to produce fake images and video. It is often referred to as the Wild West as it is developing rapidly with limited regulation.

Due to rapid development within AI it can be hard to know which GenAI tool to use. One day ChatGPT is the best. The next day is Claude. It’s worth just thoroughly learning and exploring one model rather than using 20 different one’s that perform a similar role.

If we want to start using different GenAI tools we should always check with IT that this is allowed. ChatGPT and Co-Pilot are approved and as long as we log in via PSG it will be secure. Anything else you could be at risk of data breaches so we must always double check.

11 of 13

When I first started my AI course I was convinced in a few years AI and automation would have taken over my role. Instead my view has changed to:

I now believe my role will be fundamentally changed but will exist. I will become more strategical in my role.

The amount of Assistant jobs will decrease as has been happening for many years.

It will become imperative you know fully about AI to secure future jobs. It would be like going to an interview now and not understanding about the internet.

In the future, we will work hand-in-hand with AI, embracing it as our trusted thought partner. Together, AI will enable us to grow into improved versions of ourselves.

HOW MIGHT AI IMPACT THE ASSISTANT ROLE

12 of 13

Next steps:

Listen to podcasts on EA and AI. I’ve been searching Spotify for Executive Assistant / AI / ChatGPT podcasts.

I am waiting to get Microsoft Co-Pilot properly integrated on my desktop by IT. My Outlook needs to be updated to the latest version which IT are testing and then Co-Pilot should function well. I am going to trial this for drafting emails, potential meeting scheduling and inbox management. I will let you know how I get on and if good I will write up a document for this as well.

Due to my course I have been putting a few hours aside each week to experiment with AI. I will try and allow at least 1-2 hours per week to carry on exploring AI. It is an ever changing world and once you start dipping your toe it becomes quite addictive.

Try not to over-complicate AI. Find a couple of AIGen tools you like and fully learn them and experiment. I have found it’s better to know one or two really well than several vaguely. Just to re-iterate always check with IT before signing up to any tools using your work email and laptop. Nobody wants to be responsible for a data breach.

1 of 13