Training course – Google Gemini – Executive & Office Assistants

Google Gemini for Assistants and Office Managers

Make productive use of Google Gemini and Gemini in Workspace: Docs, Sheets, Gmail, Meet, custom Gems and NotebookLM for your sources.

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 Google Gemini 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 organisations running on Google Workspace, Gemini is the natural AI assistant: it is available as a standalone app and is also built directly into Gmail, Docs, Sheets, Slides, Drive and Meet. In this practical day you learn to combine both access points deliberately. You summarise email threads and draft replies, create document drafts based on existing files in Drive, structure and analyse spreadsheets in Sheets and have Meet take meeting notes automatically – always with a focus on your own day-to-day workflows.

You also build your own Gems: specialised assistants with fixed instructions and knowledge files that standardise recurring tasks across the team. With Deep Research you produce well-founded research reports, and you use NotebookLM as a source-grounded workspace that answers only from your own documents and cites the relevant passages. A dedicated module covers data protection and administration in Workspace environments. You leave with tested prompts, a working Gem and a clear picture of which Google tool suits which task.

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 use Gemini in Gmail, Docs, Sheets, Slides and Meet for your recurring tasks.
  • You write prompts that bring existing Drive files and emails into the context.
  • You build a custom Gem and share it with your team.
  • You work source-grounded in NotebookLM and obtain referenced answers from your own documents.
  • 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 Gemini fundamentals and effective prompts
  • The Gemini app and Gemini in Workspace: access points and use cases
  • Prompts with task, context, format and references to Drive files
  • Web search, Deep Research and checking sources
  • Limitations, hallucinations and critical evaluation of output
Module 2 Gmail, Docs and Slides
  • Summarising email threads and drafting context-aware replies
  • Drafting, rewriting and tailoring documents in Docs
  • Pulling in and combining content from Drive files
  • Creating presentation content and images in Slides
Module 3 Sheets and Meet
  • Structuring tables, generating formulas and cleaning data
  • Analyses, summaries and charts in Sheets
  • Letting Meet take meeting notes automatically
  • Deriving action items and decisions from meeting notes
Module 4 Gems and NotebookLM
  • Creating custom Gems with instructions and knowledge files
  • Testing, improving and sharing Gems with the team
  • NotebookLM as a source-grounded workspace for your own documents
  • Generating summaries, study aids and audio overviews from sources
Module 5 Data protection, administration and rollout
  • Privacy commitments for Workspace customers versus personal accounts
  • Drive sharing settings and how they affect Gemini results
  • Handling personal and confidential data in line with GDPR
  • Usage policies and quality assurance within the team
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 everyday use of Google Workspace (Gmail, Drive, Docs, Sheets); no prior AI knowledge is required. 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 Google Workspace account with Gemini features enabled; alternatively a Google account for the Gemini app and NotebookLM.

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 Fri, 11 December 2026 6 hrs Request
  • Berlin Mon, 14 December 2026 6 hrs Request
  • Augsburg Fri, 11 December 2026 6 hrs Request
  • Hanover Wed, 16 December 2026 6 hrs Request
  • Bremen Mon, 14 December 2026 6 hrs Request
  • Stuttgart Thu, 10 December 2026 6 hrs Request
  • Kaiserslautern Tue, 15 December 2026 6 hrs Request
  • Online Tue, 15 December 2026 6 hrs Request

Frequently asked questions

What is the difference between the Gemini app and Gemini in Workspace?

The Gemini app is a standalone chat assistant for research, writing and analysis. Gemini in Workspace works directly inside Gmail, Docs, Sheets, Slides and Meet and can draw on your emails and Drive files. In practice they complement each other: the app for open questions, the integrated version for work on specific documents.

Why would I use NotebookLM in addition to Gemini?

NotebookLM restricts its answers to the sources you upload – policies, studies or project files, for example – and points to the relevant passages. This reduces hallucinations and works well for getting up to speed on a topic, building internal knowledge collections or preparing training material. Gemini is broader in scope and can also draw on the web.

Is my Workspace data used to train Gemini?

For Google Workspace customers, Google commits that content from Gmail, Drive and other services is not used to train models outside your domain without permission. Different rules apply to personal accounts. Either way, GDPR and your internal policies remain decisive – in the course we review the relevant settings together.

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 “Google Gemini 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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