Training course – ChatGPT – Executive & Office Assistants

ChatGPT for Assistants and Office Managers

Use ChatGPT safely and productively at work: projects, custom GPTs, data analysis, Canvas and privacy settings in team workspaces.

Duration
6 hours, one session
Format
Online or on-site
Language
German or English
Participants
open dates or exclusive for your team
Certificate
Certificate of attendance

Overview

This course connects ChatGPT with the everyday processes of Executive & Office Assistants. Participants work on realistic scenarios and leave with prompts, workflows and checklists they can use straight away.

For many business teams, ChatGPT is the first AI tool they use every day – yet there is a methodical gap between asking the odd question and achieving real productivity gains. In this hands-on day you learn to apply ChatGPT deliberately to recurring work: drafting and editing text, summarising documents, analysing spreadsheets and structuring decision papers. You work with Projects that keep files and instructions together, with Canvas for reworking longer documents, and with data analysis for Excel and CSV files. Every exercise is based on genuine tasks from your own function.

The second focus is scale and responsibility. You build a custom GPT that knows your templates, tone of voice and review rules, and that colleagues across the workspace can use. We also clarify which data belongs in ChatGPT and which does not, how Team and Enterprise workspaces differ from personal accounts, and which settings matter for model training, memory and sharing. You leave with a personal prompt library, a working GPT and clear ground rules for using ChatGPT responsibly across your organisation.

Assistants and office teams are the organisational hub of any business: they coordinate diaries and travel, prepare meetings, pull information together, handle correspondence and keep operations running smoothly. Generative AI is a particularly effective tool for this role. It drafts emails and letters in the right tone, summarises long email threads and documents, produces minutes, translates correspondence and structures presentations. AI agents and automations take over recurring workflows such as scheduling, filing or preparing expense claims. This frees up capacity for more demanding work in project coordination, communication and organisational development – making the assistant role more strategic.

The course is delivered live – either online in a virtual classroom or on-site in our training rooms in Munich, Salzburg, Berlin, Augsburg, Hanover, Bremen, Stuttgart and Kaiserslautern. We can also run it exclusively for your team.

Who is this course for?

  • Executive and team assistants
  • Office managers
  • Secretariats in companies, law firms and public bodies
  • Reception and facilities office staff
  • Project assistants

Typical challenges we address

  • Overflowing inboxes and many parallel requests
  • Heavy coordination effort for meetings, travel and events
  • Repetitive writing and formatting work
  • Information scattered across emails, documents and tools

What you will be able to do

  • You write structured prompts that reliably produce usable results for your day-to-day tasks.
  • You organise your work in Projects and revise longer documents efficiently with Canvas.
  • You analyse spreadsheets and files with data analysis and critically verify the results.
  • You build a custom GPT for a recurring task and share it with your team.
  • Handle correspondence, summaries and minutes much faster with AI.
  • Organise meetings, travel and events using AI-supported templates and checklists.
  • Automate recurring office workflows with simple AI and no-code tools.

Course outline

Module 1 Foundations and effective prompting
  • How language models work: strengths, limitations and hallucinations
  • Building effective prompts with role, context, task and output format
  • Refining iteratively instead of starting over: follow-ups and correction loops
  • Choosing models and using web search and deep research appropriately
Module 2 Projects, Canvas and document work
  • Setting up Projects to group files, instructions and chats by topic
  • Summarising, comparing and interrogating long documents
  • Using Canvas to revise text and drafts section by section
  • Templates for emails, reports, minutes and presentation outlines
Module 3 Data analysis with spreadsheets and files
  • Uploading, cleaning and analysing Excel and CSV files
  • Calculating KPIs, replicating pivot logic and explaining variances
  • Generating charts and preparing them for presentations
  • Verifying results: checking calculation steps and sanity checks
Module 4 Custom GPTs for recurring tasks
  • Identifying and scoping good use cases for GPTs
  • Configuring instructions, knowledge files and conversation starters
  • Testing, improving and sharing a GPT within the workspace
  • Maintenance, change tracking for instructions and ownership in the team
Module 5 Privacy, workspaces and governance
  • Personal accounts versus Team and Enterprise workspaces
  • Settings for model training, memory, temporary chats and sharing
  • Handling personal and confidential data in line with GDPR
  • Internal usage policy and quality assurance for AI output
Module 6 Practice lab: Executive & Office Assistants
  • Emails and correspondence
  • Summarising email threads
  • Meeting preparation and follow-up
  • Travel and event planning
  • Presentations and documents
  • Automating routines
Module 7 Data protection, quality & transfer to daily work
  • Assistants often handle confidential correspondence, HR and board matters, which may only be processed in approved AI environments. In professions bound by confidentiality, such as law firms or medical practices, additional secrecy obligations apply, and third-party contact data is subject to the GDPR.
  • Ground rules for safe AI use in your team
  • Checking results: facts, sources, tests and the four-eyes principle
  • Personal action plan for the next 30 days
  • Open questions, outlook and resources for further learning

Practical scenarios from your field

Emails and correspondence

AI drafts replies, declines, invitations and reminders in the right tone, cuts long texts down to essentials and translates business correspondence – you review and send.

Summarising email threads

Long threads and documents are condensed into decisions, open questions and next steps so you can brief your manager in a few minutes. Pending actions are clearly flagged.

Meeting preparation and follow-up

Agendas, briefing packs and attendee information are prepared; after the meeting, notes become structured minutes with an action list. Owners and deadlines are assigned so follow-up works without extra coordination.

Travel and event planning

AI helps structure travel requirements, build event schedules and checklists and present information for attendees in a clear format. Comparison overviews of hotels and connections can also be produced quickly.

Presentations and documents

Bullet points become outlines and slide text, tables are cleaned and formatted and templates for recurring documents are standardised. The result is professional, consistently designed documents in far less time.

Automating routines

Recurring tasks such as filing attachments, collecting responses or chasing deadlines are linked up using no-code automation and AI agents. This saves valuable time every single day.

Prerequisites

Confident use of office applications and a web browser; no prior AI knowledge is required. Feel free to bring your own non-confidential sample tasks from your daily work. Experience as an assistant, secretary or office manager and confident use of standard office software.

Technical requirements

A laptop with an up-to-date browser and a ChatGPT account; a paid plan or access to your organisation's Team or Enterprise workspace is recommended for custom GPTs, Projects and data analysis.

Data protection & compliance

Assistants often handle confidential correspondence, HR and board matters, which may only be processed in approved AI environments. In professions bound by confidentiality, such as law firms or medical practices, additional secrecy obligations apply, and third-party contact data is subject to the GDPR.

Dates & locations

For every location we suggest a date roughly four weeks ahead. Your preferred date is always possible.

  • Munich Mon, 14 December 2026 6 hrs Request
  • Salzburg Wed, 16 December 2026 6 hrs Request
  • Berlin Mon, 14 December 2026 6 hrs Request
  • Augsburg Fri, 11 December 2026 6 hrs Request
  • Hanover Fri, 11 December 2026 6 hrs Request
  • Bremen Tue, 15 December 2026 6 hrs Request
  • Stuttgart Tue, 15 December 2026 6 hrs Request
  • Kaiserslautern Tue, 15 December 2026 6 hrs Request
  • Online Wed, 16 December 2026 6 hrs Request

Frequently asked questions

Do I need a paid ChatGPT licence for the course?

You can follow the fundamentals with a free account. However, features such as custom GPTs, Projects with larger files and advanced data analysis are tied to paid plans or come with far more generous limits there. Ideally you join with access to your organisation's Team or Enterprise workspace, so you practise under real conditions.

May I enter confidential company data into ChatGPT?

That depends on your plan, your contractual terms and your internal policy. In Team and Enterprise workspaces, content is not used for training by default, but GDPR and confidentiality obligations still apply. In the course you learn how to classify and anonymise data and how to choose the right settings.

How is a custom GPT different from a saved prompt?

A GPT bundles persistent instructions, knowledge files and optional tools such as web search or data analysis into a dedicated assistant. Colleagues can use it without any prompting skills and get consistent results. A saved prompt, by contrast, has to be copied and supplemented with context every time, which is far more error-prone.

Do I need any technical background?

No. If you are confident with email, word processing and spreadsheets, you have everything you need. The course works with real tasks from an assistant's day and shows step by step how to use AI assistants and simple automations. Templates from the course can be reused straight away.

How do I handle confidential content?

Confidential board, HR or client information belongs only in tools approved by your organisation. In the course you learn to anonymise content, work with placeholders and recognise when it is better not to use AI at all. You also draft simple rules to agree with your manager.

How much does “ChatGPT for Assistants and Office Managers” cost?

The course costs a flat €949 plus VAT per participant – whether online or on-site. This includes 6 hours of live training with a trainer, course materials, a lab environment and a certificate of attendance.

Can I suggest my own date?

Yes. For every location we suggest a date roughly four weeks ahead. In the request form you can always describe your preferred date or period in free text – we check availability and get back to you within one working day.

Is the course online or on-site?

Both are possible: live online in a virtual classroom or on-site in Munich, Salzburg, Berlin, Augsburg, Hanover, Bremen, Stuttgart and Kaiserslautern. We can also run the course exclusively for your team.

Can the course be tailored to our team?

Yes. Tailor-made courses cost approx. €4,500 more, depending on the topic and by arrangement. We agree content, examples and exercises with you in advance.

More courses for Assistants and Office Managers

More ChatGPT courses

All 45 ChatGPT courses

ChatGPT – MunichChatGPT – SalzburgChatGPT – BerlinChatGPT – AugsburgChatGPT – HanoverChatGPT – BremenChatGPT – StuttgartChatGPT – KaiserslauternChatGPT – Online