AI for administrative assistants
Ultramarine Work drafts board minutes from your notes, builds expense reports from receipts and card exports, and maps record series to the schedules that govern them. It also redlines the venue contract clauses that could cost you.
Finance-committee-minutes-2025-10-21.docxExampleMinutes of the Finance Committee of the Board of Directors, October 21, 2025
1. Call to order and quorum
Chair Dana Whitcomb called the meeting to order at 4:02 p.m. in the second-floor conference room. Committee members Whitcomb, Ruiz, Abernathy and Cho were present, constituting a quorum, and Chief Financial Officer Marcus Lee and Executive Assistant Priya Nair also attended.
2. FY2026 operating budget
Ms. Ruiz presented the proposed FY2026 operating budget of $14.6 million, set out at Tab 3 of the board pack. Upon motion by Mr. Abernathy, seconded by Ms. Cho, the committee voted 4-0 to recommend the budget to the full board for approval at its November 12 meeting.
CheckedThe budget figure and motion wording match Tab 3. The notes do not show the adjournment time.
How it works
- 1
Drop in the work
Receipts and the card export, scans of intake forms, your handwritten minutes with the board pack, the retention schedule and the hotel’s draft contract all go in the folder. Keep them on your computer or connect SharePoint and Drive.
- 2
Ask for the finished file
The minutes match your format and cite the board pack. The workbook’s columns foot, and the redline ranks the clauses by exposure. Every series in the retention mapping carries a citation. It flags what it cannot read instead of guessing.
- 3
Check it and decide
Every number traces to a receipt or a file in the folder. You submit the report, the chair and the board approve the minutes, the secretary signs the certificate, and legal approves any destruction. It drafts and checks, but files nothing.
Ask it for
“Build the Austin board trip expense reports from these 23 receipts and the October card export, and write a business purpose line for every charge.”
October-expense-reports.xlsx“Audit the 214 Q2 purchasing-card charges against the cardholders’ reports and receipts, and list duplicates, splits and charges of $75 or more with no receipt.”
Q2-pcard-audit.xlsx“Map our 18 record series to the state retention schedule, flag the series no item covers, and list what comes due for destruction after March 1, 2026.”
Retention-mapping.xlsx“Draft minutes for the October 21 finance committee from my handwritten notes and the board pack, with motions, movers, seconds and votes, in our format.”
Finance-committee-minutes-2025-10-21.docx“Write the unanimous written consent approving the Hartfield lease and the secretary’s certificate the bank asked for, quoting the resolution.”
Hartfield-consent-and-certificate.docx“Read the hotel contract for the June user conference and mark up attrition, resell credit, the F&B minimum, the cancellation ladder and force majeure.”
Hotel-contract-redline.pdf
Inside the Administrative & Executive Support mode
Expense reports and audit
Builds expense reports from receipts, then audits the charges for duplicates, splits, missing business purpose and items of $75 or more with no receipt.
Records retention and disposition
Ties each record series to the schedule or GRS item that governs it, builds the disposition log for the annual purge, and holds back anything under legal hold.
Board minutes and resolutions
Minutes come back in your house format, drafted from your notes and the board pack, alongside resolutions, written consents and the certificates banks ask for.
Venue sourcing and contracts
Marks up attrition, resell credit, F&B minimum, cancellation ladder, force majeure and AV clauses, and totals the exposure in each competing offer.
- Office skills
- Excel, Word, PowerPoint, PDF
- Tools
- Read, edit and write files, Search files, Run code, Search and read the web, View images
- Connectors
- SharePoint, Google Drive, Gmail, and additional custom connectors
- House style
- Your fonts, layouts and rules, on every file
Who it’s for
Administrative and executive assistants, secretaries, receptionists, office, data entry and records clerks, records managers and virtual assistants who produce the documents, records and logistics their team or principal relies on.
Questions
Can it draft board minutes if we do not record meetings?
Yes, it drafts minutes from your handwritten notes, the agenda and the board pack in the folder. Many boards bar recordings, and it never asks for one. The draft sets out the decisions, motions, movers, seconds and actions. It stays a draft until the chair and board review, amend and approve it, and the approved version goes in the minute book.
Does it prepare the written consent and the bank certificate?
Yes, both documents are drafted from the minute book, the bylaws and the lease or contract papers in the folder. It cannot take the action for the board. Under Delaware’s section 141(f), every director must sign the consent, and the signed consent is filed with the minutes. The secretary signs the certificate after checking the records, and banks want incumbency alongside it.
What if a receipt is a photo or a bad scan?
Photos and scans go in the folder like any other file, and it reads them. When a figure is illegible, it says so and lists the item as unresolved instead of entering a number. It also checks that the subtotal, tax and tip add up.
Is it safe to give it employee receipts and board papers?
That is a call for your compliance team. Ultramarine Work changes files only in the project’s folder. When a request needs it, it can read files elsewhere on your computer, never passwords, keys or app data, and you can turn that off in settings. The model runs on Paper Instruments’ servers, so the content it works on is sent there to be processed. Paper Instruments is SOC 2 Type II, and our security and compliance details are on our compliance page.