For Executive Assistants ·
What you'll accomplish
By the end of this guide, you'll have Fireflies.ai automatically joining and transcribing every meeting on your executive's calendar — generating summaries, action items, and searchable transcripts without any manual work per meeting. You'll have a complete, searchable record of every meeting your executive attends.
What you'll need
Go to fireflies.ai and sign up with your work email. Select "I'm an Executive Assistant" or "Business Professional" when asked about your role.
What you should see: A dashboard with a "Fred" bot icon and your meeting feed.
In the Fireflies dashboard, click "Integrations" → "Calendar." Connect your Google or Microsoft calendar. Toggle "Auto-join all meetings" to On. Fireflies' Fred bot will automatically join any meeting with a video link in the calendar invite.
What you should see: Upcoming meetings listed in the Fireflies meeting feed with green "Will join" indicators.
In Settings → Meeting Summaries, choose what you want in each summary: Action Items, Key Topics, Next Steps, Questions, Decisions. For EA work, enable all of these. Set your preferred summary delivery method (email after each meeting, or digest).
After a meeting completes, Fireflies emails you a link to the transcript. Open it in the Fireflies app. You'll see the full transcript with speaker labels, timestamps, and a structured summary at the top with all action items highlighted.
What you should see: Color-coded action items, questions, and decisions — each clickable to jump to that point in the transcript.
Fireflies stores all transcripts and makes them searchable. In the search bar, type "expense report" or "follow up with Sarah" — Fireflies finds every mention across all meetings, with a link to that exact moment.
What you should see: Search results showing the meeting name, date, speaker, and the exact quote containing your search term.
(Message templates for distributing Fireflies output)
"Meeting recap from [date]: [paste Fireflies summary]. Action items are highlighted above — please confirm you've received yours by EOD."
"Quick note: Fireflies caught a commitment from [name] to [action] by [date]. Adding to the tracker — please flag if inaccurate."