ChatGPT, Claude, Gemini, and Microsoft Copilot have become familiar names in the workplace. You may already use one of them regularly, have access to another through your organization, or be wondering how they differ.
For EAs, the question goes beyond which platform can write an email or summarize a document. It's also about how these tools work with calendars, inboxes, meeting notes, spreadsheets, and the systems we already use.
And with features changing so frequently, yesterday's comparison may not tell the whole story. This week, we're taking a closer look at the four platforms, what they offer, where their capabilities overlap, and what EAs should know before using them for everyday work.
AT A GLANCE
AI Level: All
Reading Time: 7-8 minutes
This Week: A practical comparison of ChatGPT, Claude, Gemini, and Microsoft Copilot, including their capabilities, workplace integrations, and applications for executive assistants.
You'll Learn: How the four platforms compare across common EA responsibilities, what to consider when evaluating their features, and which recent developments are worth knowing about.
1. Getting to Know the Four Platforms
ChatGPT | OpenAI
Where EAs might use it:
Drafting emails and adjusting tone for different audiences.
Turning meeting notes into summaries and follow-up lists.
Comparing proposals or reviewing documents.
Analyzing spreadsheets and preparing reports.
Organizing recurring work using Projects and other available tools.
Something to know: ChatGPT does not automatically have access to your executive's email, calendar, or company files. Those capabilities require supported connections and appropriate authorization.
Learn more: ChatGPT Data Analysis | Connected Apps
Claude | Anthropic
Where EAs might use it:
Reviewing lengthy reports and proposals.
Summarizing documents into executive-ready briefs.
Comparing information from several documents.
Revising sensitive or detailed communications.
Preparing structured notes from extensive meeting materials.
Something to know: Claude is not limited to document summarization or writing. Its Research feature and supported integrations can also work with connected information, subject to plan and access requirements.
Learn more: Claude Research and Google Workspace
Gemini | Google
Where EAs might use it:
Summarizing long Gmail conversations.
Finding information across authorized Drive files.
Drafting or refining content in Google Docs.
Reviewing spreadsheet information.
Preparing meeting materials using available Workspace context.
Something to know: Gemini in the standalone app and Gemini inside Google Workspace do not necessarily offer identical features. Access varies by subscription, region, and organizational settings.
Learn more: Gemini in Google Workspace
Microsoft Copilot | Microsoft
Where EAs might use it:
Summarizing Outlook email conversations.
Reviewing Teams meeting information.
Preparing documents in Word.
Analyzing information in Excel.
Finding relevant information across accessible Microsoft 365 content.
Something to know: Microsoft Copilot Chat and licensed Microsoft 365 Copilot capabilities are not the same. Some workplace features require additional licensing. Meeting-related features may also depend on transcription or recording settings.
Learn more: Microsoft Copilot Requirements
2. Side-by-Side: Common EA Tasks
Task | ChatGPT | Claude | Gemini | CoPilot |
Drafting and editing emails | Supported | Supported | Supported | Supported |
Summarizing uploaded documents | Supported | Supported | Supported | Supported |
Reviewing spreadsheet information | Supported | Supported | Supported | Supported |
Research and background briefs | Supported | Supported | Supported | Supported |
Working with Google Workspace information | Supported connections | Eligible integrations | Native integration | Depends on connections |
Working with Microsoft 365 information | Supported connections | Supported connections | Depends on integrations | Native integration |
Organizing recurring work | Projects and supported tools | Projects and supported tools | Gemini and Workspace features | Copilot and Microsoft 365 features |
This table compares broad capabilities, not performance or features included in every subscription. Actual availability depends on the product, plan, connected services, and organizational permissions.
3. How These Differences Show Up in Everyday EA Work
Scenario 1: Preparing a Weekly Executive Brief
It's Friday afternoon, and you need to prepare your executive's overview for next week. You want to review upcoming meetings, identify preparation needs, check outstanding communications, and highlight important follow-ups.
If your organization uses Microsoft 365, eligible Copilot features can work with authorized Outlook, Teams, and other Microsoft information.
If your team works in Google Workspace, Gemini can help with information available through supported Google applications.
ChatGPT and Claude can also help prepare the brief using uploaded information or authorized connected sources.
What matters most: Whether the tool can access the information you need, how accurately it summarizes that information, and how much manual preparation is still required.
Scenario 2: Reviewing a Lengthy Proposal
Your executive receives a detailed proposal and asks for a one-page summary before tomorrow's meeting. You need to identify the main recommendations, costs, deadlines, and questions that still need answers.
All four assistants can help analyze and summarize documents. However, document length, formatting, file support, and access limits vary. A successful upload also doesn't guarantee that every detail will be interpreted correctly.
What matters most: Whether the summary accurately reflects the source document, especially names, figures, dates, and commitments.
Scenario 3: Drafting a Sensitive Email
Your executive wants to decline an invitation without damaging an important professional relationship.
All four platforms can help draft the message. In this situation, the quality of your instructions may matter more than the platform itself. Providing the relationship context, desired tone, and relevant background helps produce a draft that requires fewer revisions.
What matters most: The accuracy of the message, its tone, and how well it reflects your executive's communication style.
4. What About Security and Confidentiality?
Executive assistants regularly handle information that isn't meant for public sharing. That includes confidential calendars, client records, financial documents, personnel information, and private conversations.
Before using any AI platform for work, always check a few important details:
Organizational approval: Is this tool permitted for the information you're handling?
Access permissions: Which files, messages, or applications can the tool access?
Data protection: What privacy, retention, and data-use terms apply to your organization's subscription?
Human review: Who is responsible for checking the information before it's shared or acted upon?
Consumer and business subscriptions may have different privacy controls and contractual terms. It's worth checking the specific offering rather than assuming every version of a platform handles information the same way.
And remember, access doesn't replace judgment. Just because a tool can retrieve a document doesn't mean that document should be used or shared in every context.
AI UPDATES OF THE WEEK
OpenAI introduced ChatGPT Slides, allowing eligible users to create, edit, collaborate on, and export presentations. The feature supports editing text, images, shapes, and charts, along with real-time collaboration in supported workspaces.
Anthropic released a Google Workspace add-on, bringing a Claude sidebar to Google Docs, Sheets and Slides, with the add-on and separate connectors in public beta for paid Claude plans.
Google introduced a centralized customization hub in the Gemini app. The hub brings together custom skills, response preferences, and connected applications so users can manage how Gemini works with their tools and instructions.
Microsoft introduced closer integration between Microsoft 365 Copilot Search and conversational chat. Users with access can ask follow-up questions and generate content based on information found through search without moving to a separate chat experience.
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