Training course – EU AI Act & AI Compliance – Executive & Office Assistants

EU AI Act & AI Compliance for Assistants and Office Managers

Putting the EU AI Act into practice: risk categories, deployer obligations, AI literacy under Art. 4, AI policy and GDPR interfaces.

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

“EU AI Act & AI Compliance for Assistants and Office Managers” is a hands-on course for roles such as Executive and team assistants, Office managers and Secretariats in companies, law firms and public bodies. Rather than learning EU AI Act & AI Compliance in the abstract, you work on tasks from your daily routine – with examples, exercises and templates from Executive & Office Assistants.

The EU AI Act is the first comprehensive legal framework for artificial intelligence, and it applies not only to providers but also to organisations that use AI systems in their daily work. In this compact course you will learn how the regulation is structured: prohibited practices, high-risk systems, transparency obligations and general-purpose AI models. You will find out which role your organisation plays as a deployer, which obligations follow and how to record and classify the AI applications you use in a structured way.

The practical part turns the requirements into manageable steps. You clarify what the AI literacy obligation under Article 4 means in concrete terms, how to organise training in a verifiable way and what an internal AI policy should cover. You also examine the interfaces with the GDPR, such as legal bases, data protection impact assessments and automated decision-making. You leave with an AI inventory template, a draft policy and a clear compliance roadmap for your area of work.

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 can explain how the EU AI Act is structured and assign your organisation to the correct roles.
  • You can classify the AI applications in use by risk category and maintain an AI inventory.
  • You can name the specific obligations of deployers and derive appropriate measures.
  • You can develop an AI literacy concept under Article 4 and a draft internal AI policy.
  • 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 Structure and logic of the EU AI Act
  • Objectives, scope and phased application of the regulation
  • Roles at a glance: provider, deployer, importer and distributor
  • The risk-based approach: prohibited practices, high risk, limited risk and minimal risk
  • Specific rules for general-purpose AI models
Module 2 Classifying risk in practice
  • Prohibited practices such as social scoring or emotion recognition in the workplace
  • High-risk areas under Annex III, including recruitment, creditworthiness and education
  • Transparency obligations for chatbots, synthetic content and deepfakes
  • Recording and classifying your own AI applications in an AI inventory
Module 3 Obligations for deployers of AI systems
  • Use in line with instructions and human oversight by competent staff
  • Input data quality, monitoring of operation and retention of logs
  • Informing employees and affected persons and reporting serious incidents
  • Fundamental rights impact assessment: when it is required and how it works
Module 4 AI literacy under Art. 4 and internal AI policy
  • What sufficient AI literacy means for different roles
  • Designing training concepts and documenting measures verifiably
  • Components of an AI policy: approved tools, data classes, approvals and labelling
  • Responsibilities, AI officers and involving the works council and IT
Module 5 GDPR interfaces and governance
  • Legal bases, purpose limitation and data minimisation when using AI
  • Data protection impact assessment and its relationship to the fundamental rights assessment
  • Automated individual decisions, data subject rights and data processing agreements
  • Compliance roadmap: priorities, ownership and regular review
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

No legal background is required. A basic knowledge of the GDPR and an overview of the AI applications used or planned in your area are helpful. Experience as an assistant, secretary or office manager and confident use of standard office software.

Technical requirements

All you need is a laptop with an up-to-date browser and an office suite for working with templates. No special AI licences are necessary.

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

Frequently asked questions

Does the EU AI Act apply to companies that only use AI tools?

Yes. Anyone using AI systems under their own authority in a professional context is a deployer. All deployers must, in particular, ensure that their staff have sufficient AI literacy. Where high-risk systems are used, for example in recruitment, further obligations apply, such as human oversight, logging and informing the people affected.

Does this course satisfy the training obligation under Article 4?

The course covers core AI literacy content and you receive a certificate of attendance that you can add to your documentation. However, Article 4 requires measures tailored to role, prior knowledge and context of use. That is why you also learn how to set up and maintain your own AI literacy concept for your organisation.

Does the course replace legal advice?

No. The training provides practical knowledge for specialists and managers so they can interpret requirements, ask precise questions and implement first measures. For binding assessments of individual systems, especially in high-risk areas, you should involve your legal department, your data protection officer or external specialist lawyers.

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 “EU AI Act & AI Compliance 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.

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