For Executive Assistants ·
What you'll accomplish
By the end of this guide, your executive will be able to record quick voice instructions from their phone (while commuting, between meetings, or traveling), and you'll receive a clean, structured task list — automatically transcribed and organized — within minutes.
What you'll need
Download the Otter.ai app on your executive's smartphone (iOS: App Store; Android: Google Play). Log in with the same account you use for meeting transcription, or create a separate personal account.
What they should see: A home screen with a large red recording button.
Your executive taps the red button, speaks their instructions naturally: "Hey, I need you to follow up with the facilities team about the conference room booking for Q3 offsite. Also, reschedule my Wednesday 3pm with Marcus to next week — he'll understand. And send the board deck to Jennifer before I land." Then taps Stop.
What you should see: Otter immediately begins transcribing. Within 2–3 minutes of finishing, a transcription is available in the app and your email.
In Otter, tap the conversation → Share → select "Share with [your name]" (if you're both on connected accounts) or "Copy link" and send via Teams/Slack/email. You receive the full transcription.
You receive the transcription and read through it. Each instruction becomes a task item. For longer voice memos, you can paste the transcription into ChatGPT and ask "Extract all action items from this transcript as a numbered list with owner and deadline where mentioned."
What you see: A clean numbered list of tasks extracted from a 3-minute voice memo.