How AI Helps Secretaries & Administrative Assistants
Office admins repeat the same letters, forms, scheduling and data lookups every day. 12² builds templates, a document-grounded Q&A assistant on the office handbook and files, and simple automations between email, forms and spreadsheets, with staff training.
Admin Assistant Workflow Kit · From $2,500 + $249/mo, by team size · proposed estimate · It says it is an automated assistant whenever it talks to someone directly, and your team reviews what it drafts before it goes out.
Ai for administrative assistants: the short answer.
AI can help an administrative assistant draft standard letters and notices, fill forms and spreadsheets from emails and PDFs, summarize long threads, and answer staff questions from the office handbook. A UK government trial found users self-reported saving about 26 minutes a day. A person still checks and approves outgoing work.
Sources
- UK government trial, ~20,000 civil servants: self-reported average saving of 26 minutes/day with M365 Copilot (self-reported, not measured)gov.uk
- Microsoft 365 Copilot Business add-on listed at $21/user/mo ($18 promo) on Microsoft pricing pagemicrosoft.com
Where the hours go now.
Standard letters, notices and replies
Office admins repeat the same letters, forms, scheduling and data lookups every day.
Forms and spreadsheets
Rebuilt from scratch each time, usually at the end of the day.
Long threads and documents
Hours go to reading and re-reading before the real work starts.
What it handles, and what it never does.
What it handles
- Standard letters, notices and repliesIt drafts standard letters, notices and replies from templates.
- Forms and spreadsheetsIt fills forms and spreadsheets from emails and PDFs.
- Long threads and documentsIt summarizes long threads and documents.
- Answering staff questions from the office handbookIt answers staff questions from the office handbook.
- Hand-off to your teamAnything that needs a person goes to the right person, with the details attached.
What it never does
- Make up a price or a factIt works only from the documents, records and price lists you give it. Anything it can't find goes to your team.
- Promise a resultQuestions about outcomes go to the person who does the work.
- Pretend to be a personIt says it is an automated assistant whenever it talks to someone directly.
- Send anything on its ownDrafts wait for your team's approval before anything goes out.
Built and tested on your own work.
Before handoff, we run your build on your own real examples and fix anything that misses.
- Tested on your own workBefore handoff, we run your build on your own real examples and fix anything that misses.
- Retainer, then balance on deliveryRetainer up front. Work starts once the retainer is paid; the balance is due on delivery when the agreed test cases pass.
- Fixed price, scope and timelineAll three in writing before work starts. The timeline is set in your quote.
- What 12² buildsTemplates, a document-grounded Q&A assistant on the office handbook and files, and simple automations between email, forms and spreadsheets, with staff training.
- How it connectsWe confirm how it connects to the tools you already use on the first call and write it into your quote.
Related solutions: Executive Assistant Copilot Desk · Customer Support Answer Desk · Translation Post-Editing Workflow · all solutions
See also: all industry packages · pricing
From $2,500 + $249/moSetup + monthly, by size. The monthly fee covers monitoring, fixes and re-tests for your package as your templates, documents and staff change. AI and software usage is billed at cost. Proposed starting estimates by team size, not fixed prices; the final price is in a written quote.
- Small: Small office (1-10 staff)From $2,500 + $249/mo. The core build for 1-10 staff: templates, a document-grounded Q&A assistant on the office handbook and files, and simple automations between email, forms and spreadsheets, with staff training. Proposed estimate. Small tier is about the size of a 12squared.ai Proof build; monthly covers hosting, monitoring and fixes.
- Mid-size: Growing office (11-50 staff)From $6,500 + $549/mo. Everything in Small office, for more users, inboxes and calendars, with hand-off rules set for each role. Proposed estimate. Mid tier is about the size of a Core build (more users, more integrations).
- Enterprise: Multi-site / enterprise (50+ staff or multiple locations)From $15,000, custom quote. Everything in Growing office, across locations or departments, with system integrations and a security review scoped in your custom quote. Proposed estimate. Starts near the Product build range; scope, integrations and security review set the final number. No cap.
- Retainer up front Work starts once the retainer is paid; the balance is due on delivery when the agreed test cases pass. Scope, price and timeline are agreed in writing before work starts.
- You own itThe accounts, scripts, templates and data sit in your name. You can leave at any time.
- Compliance and dataLow regulatory load. Keep personal data minimal; no auto-send.
Straight answers.
Will this replace our admin?
No. It is built to take repetitive drafting off their plate; a person approves outgoing work.
How does payment work?
Retainer up front. Work starts once the retainer is paid; the balance is due on delivery when the agreed test cases pass.
How long does it take?
Timelines are set per project in the quote, after we see your systems and volume.
Are these prices final?
No. They are proposed starting estimates. You get a written custom quote after a short scoping call.
Tell us how you handle standard letters, notices and replies now.
A few lines is enough. If it's a fit we'll say so, and if it isn't we'll tell you why.
- A real replyWritten for you by 12², within one business day. Never an autoresponder.
- A free 20-minute callHow the work runs now, what gets missed, and what your team needs from it.
- A fixed quoteYour size, scope, date and price in writing before any work starts.
Prefer email? Write to [email protected]
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