The rise of artificial intelligence (AI) has led to significant advancements in various industries, including administrative and executive support. Virtual assistants, once the go-to solution for a range of tasks, are now seeing some of their functions taken over by AI software. While virtual assistants still offer valuable services, AI-powered tools are increasingly handling time-consuming, repetitive, and data-driven tasks. At RooCruit, we’ll explore the functions that AI software is taking from virtual assistants and discuss the implications for businesses and workers.

1. Scheduling and Calendar Management

Virtual assistants have long been relied upon to schedule meetings, organise appointments, and manage calendars. However, AI software is now capable of handling these tasks more efficiently. Tools like Clara and x.ai can automatically schedule meetings by communicating with participants and finding mutually available times, even taking into account time zone differences.

AI scheduling tools are able to handle complex calendars and reschedule meetings seamlessly, saving time for business professionals. “AI scheduling software saves employees up to 40% of their weekly scheduling time, which can be redirected to more strategic tasks.” (Source: The National Bureau of Economic Research) AI’s ability to automate scheduling reduces human error and speeds up the process, but virtual assistants are still essential for dealing with complex, personalised scheduling requirements that AI may not fully understand yet.

2. Email Management and Filtering

AI software is increasingly capable of handling tasks like filtering spam, organising emails, and responding to basic inquiries. Tools like Google’s Gmail Smart Compose and Front can analyze email content, categorise messages, and even draft responses based on predefined templates or context. “AI-driven tools can automate up to 30% of a manager’s email-related tasks, allowing them to focus on more important matters.” (Source: McKinsey & Company) As a result, businesses can see an increase in productivity and a decrease in response times. While AI tools excel at filtering and basic responses, virtual assistants are still crucial when emails require personalised attention or strategic decision-making.

3. Customer Support and Chatbots

AI-powered chatbots are taking over many customer service roles that were previously handled by virtual assistants. These tools can provide immediate, 24/7 customer support by answering frequently asked questions, troubleshooting basic issues, and routing complex queries to human agents. Zendesk and Intercom are two popular AI-driven platforms offering customer service automation. This trend is driven by consumers’ increasing preference for instant, automated responses over waiting for human agents. While chatbots are highly effective for simple inquiries, virtual assistants continue to play an important role in managing more nuanced customer interactions and ensuring high-touch experiences.

4. Data Entry and Data Management

Data entry, which once required manual effort from virtual assistants, is now being automated through AI-driven software. AI can scan, extract, and categorise data from documents, emails, and other sources, reducing the need for human input. Tools like Zapier and UiPath are widely used for automating data workflows. AI’s ability to handle data entry and analysis reduces errors and speeds up processing. 

5. Task Automation and Reminders

AI-powered task management tools like Todoist and Trello have made significant strides in automating daily reminders, to-do lists, and project management functions. These tools can automatically prioritize tasks based on urgency and deadlines, notify team members, and track progress.  While AI handles repetitive tasks, virtual assistants are still preferred for managing more complicated or dynamic task requirements that require flexibility and interpersonal communication.

6. Document and File Organisation

AI-driven tools are now capable of automatically categorising and organising documents based on content, tags, and file metadata. Tools like M-Files and Evernote use AI to help employees find and organise files faster, reducing the need for manual sorting by virtual assistants. While AI is highly efficient in organising static files, virtual assistants still provide value in managing complex document workflows, preparing reports, and offering personalised recommendations.

7. Social Media Management

AI is increasingly taking over the role of managing social media accounts, especially when it comes to content scheduling, posting, and basic engagement. Tools like Hootsuite, Buffer, and Sprout Social use AI to schedule posts, analyse engagement metrics, and respond to simple customer inquiries.

8. Financial and Invoice Management

AI is making headway in automating basic financial tasks, including invoice management, expense reporting, and even forecasting. Tools like QuickBooks and Xero use AI to track expenses, send reminders for unpaid invoices, and even predict cash flow trends. “AI in financial operations can reduce processing time by up to 90%.” (Source: PWC) This Provides significant savings in labor costs and increasing financial accuracy.While AI can manage simple financial tasks, virtual assistants remain valuable for tasks that require human judgment, such as negotiating with clients or interpreting complex financial data.

AI software is undoubtedly transforming the landscape of virtual assistant work, taking over routine, repetitive tasks and improving efficiency. However, virtual assistants are not obsolete. While AI excels at automation and data-driven tasks, virtual assistants continue to provide a crucial role in managing complex, nuanced, and high-touch functions.

As businesses increasingly embrace AI tools, they can leverage the strengths of both AI and human assistants to streamline operations, reduce costs, and improve service quality. The future of work will likely involve a hybrid approach, where AI handles routine tasks, and virtual assistants focus on more dynamic, creative, and interpersonal functions.

Ready to Optimise Your Workflow with AI and Virtual Assistants?

Are you looking to strike the perfect balance between automation and personalised support? RooCruit specialises in helping businesses leverage technology while maintaining the human touch where it matters most. Whether you’re exploring how AI can streamline your operations or seeking skilled virtual assistants to handle complex tasks, our team is here to guide you. Click here to schedule a call with us today, and let us provide tailored solutions to maximise efficiency and achieve your business goals.