How AI tools for company secretaries can help improve board meetings

Most board meetings rely on the quiet precision of a company secretary. From setting the agenda to sending out the board pack, their work keeps the process steady and on course. But that work is growing. There’s more to prepare, less time to do it, and no room for mistakes. 

This is where technology, and in particular AI, can take some weight off. By handling repeatable tasks, these tools help secretaries get through the basics faster and with fewer errors. That opens the door to focus on bigger responsibilities, like supporting the board in making better decisions. 

In this article, we'll explore how AI can support company secretaries, augmenting their capabilities, rather than replacing the vital role that they play in board meetings and governance at large. 

We’ll cover:  

• Where AI can quietly handle the admin, and where it can’t 

• Five steps to deploy AI tools in your board meetings

• How Sherpany supports company secretaries in embracing AI in board meetings

What challenges do company secretaries face in board meeting management? 

Company secretaries are often the steady hand behind every well-run board meeting. They manage the schedule, handle sensitive documents, and make sure everything lands on time. But the list of tasks is long, and the pressure rarely lets up. 

There’s the admin. Agendas to draft, materials to chase, board packs to assemble and re-assemble. Minutes to write. Actions to track. Each task adds another layer, especially when last-minute changes come in. 

Then there’s the complexity of the materials themselves. Files in different formats, competing versions, conflicting edits. It takes effort just to make sure everyone’s reading from the same page. 

Deadlines can be tight, particularly when directors ask for changes close to the meeting. There’s not much room to pause or go back. Accuracy still matters, even when the clock is ticking. Governance and compliance remain non-negotiable. Documents need to go out on time. Records must be kept properly. Any slip can raise risk. 

And through all this, expectations keep rising. Boards want quick answers, clean documents, and a smooth experience. 

It’s not just about staying organised. It’s about making sure the board is set up to do its job well. And when the basics take too much time, the space for strategic work starts to shrink. 

How do AI tools support company secretaries in managing board meetings? 

As Anthony Quigley, co-founder of the Corporate Governance Institute, explains, “One of AI’s most significant advances around AI and boardroom decision‑making is the ability to process vast amounts of data quickly and accurately.”  

That means company secretaries can step into meetings better prepared to guide discussions. This is becoming vital, with 66% of board directors and executives admitting their boards still have limited to no AI knowledge or experience (Harvard Law School Forum on Corporate Governance, 2025). 

Here’s what that looks like in practice: 

• Less time spent on admin: AI can assist with tasks like preparing board packs, generating draft minutes, and scheduling meetings. This lightens the load and creates more space to focus on planning and decision support. 

• Better handling of complex materials: Board documents are often long and varied. AI can extract key points, highlight what’s most relevant, and reduce the noise. This helps secretaries share clearer information, and makes it easier for directors to prepare. 

• Stronger support for decision-making: These tools can identify patterns from previous meetings, flag potential risks, and offer insight into issues that may require board attention. That means company secretaries can step into meetings better prepared to guide discussions. 
   

Used thoughtfully, AI becomes a way to improve both efficiency and the quality of support company secretaries provide to their boards. 

Practical AI tools for company secretaries in board meetings 

While AI isn’t changing everything about board meetings, it is reshaping key responsibilities, from document handling to minute drafting. Boards are starting to take note: 62% of public companies now set aside agenda time specifically to discuss AI governance, according to the NACD 2025 survey. 

For company secretaries, that can mean faster preparation, cleaner documentation, and fewer delays when things change at the last minute. 

Take board packs. Instead of jumping between email threads and file folders to find the latest version, AI can help gather the right documents, summarise what’s inside, and put it all together in a format that makes sense for directors. It cuts out a lot of the back-and-forth and helps avoid mistakes that tend to creep in when time is tight. 

Then there’s minute-taking. Some tools can now listen to a meeting and produce a draft version of the minutes. It’s not perfect, and it still needs review, but it gives secretaries something to work from, and that can save hours. 

AI can also offer helpful context during the meeting itself. If something comes up that was discussed previously, certain tools can bring that thread to the surface. Others highlight patterns or risks that might otherwise go unnoticed. 

There’s also a role for AI in compliance. Some platforms now help track whether governance procedures are being followed and flag anything that’s missing. That kind of support matters, especially when you’re managing multiple meetings and tight deadlines. 

Used in the right way, these tools don’t replace what secretaries do. They just take some of the pressure off. 

What to watch out for when deploying AI tools in board meetings 

While the benefits are clear, many boards remain cautious. In fact, 45% of directors report that AI is still not on their boardroom agenda (Deloitte Global Boardroom Survey, 2025). AI can help, no doubt. But it’s not always a smooth fit in a board setting, and there are a few things to think through before rolling anything out.  

First, be clear on where your information is going. A lot of board documents include sensitive material. If you’re using AI, make sure you know who has access, whether the data is stored anywhere, and what happens to it after the meeting. 

Then there’s the legal side. If you’re generating meeting minutes or saving records using a tool, check how that holds up under your governance policy. Better to ask early than deal with problems later. 

Also, pay attention to how the tool reaches its conclusions. If it’s flagging something or offering a summary, someone’s going to ask how it got there. And if you can’t answer that clearly, people won’t trust it. 

Not everyone will be on board right away. Some will have questions, others might just prefer the way things already work. This hesitation is understandable, after all, according to a 2025 survey by Harvard Law School, nearly one-third of directors are still not satisfied with how much time their boards spend on AI discussions. 

It’s worth starting with a smaller pilot and evaluating performance before expanding. As Simon Small, AI founder, confirms, “Company Secretaries can gradually build capability around AI and play a critical role in how AI will be used within the Secretariat that serves the boardroom (which up‑skills Directors).” 

How is the role of the company secretary evolving with AI? 

The expectations placed on company secretaries are shifting. Their responsibilities are no longer confined to administrative tasks. Instead, they are being called on to provide strategic guidance, ensure compliance, and help boards adapt to an increasingly complex environment. 

With the rise of AI, increasingly complex governance expectations, and growing demands for strategic insight, the role of the board secretary is at a turning point. As Moya Hayhurst, governance advisor, puts it: “Board secretaries are caught in the middle of that transformation.”  

AI supports this transition by freeing up capacity and offering tools that enhance the quality of governance work. With less time spent on preparation, company secretaries can take a more active role in supporting effective decision-making. 

In a recent Taylor Root webinar, Idris Edalere & Martyn Chapman confirm this, “Rather than replacing company secretaries, AI has the potential to elevate the profession. By automating routine tasks, it frees up time for strategic thinking, stakeholder engagement, and board advisory work” 

To succeed in this evolving role, new skills are becoming essential. Digital fluency, the ability to interpret AI-generated insights, and the judgment to apply them appropriately are now part of the job. 

5 steps to start integrating AI tools for board meetings 

Getting started with AI doesn’t have to mean overhauling your entire meeting process. A phased and well-considered approach helps build confidence and delivers value early on. Here’s how company secretaries can begin: 

1. Audit your current workflows 

Start by reviewing how board meetings are prepared, managed and followed up. Identify where time is being lost, where manual processes slow things down, and where recurring issues could be addressed with better tooling. 

2. Map where AI can help 

Focus on specific tasks that are repeatable, time-intensive or prone to error. This might include minute drafting, document summarisation, or compiling board packs. Prioritise areas where AI can create immediate relief without disrupting compliance or trust. 

3. Choose a small-scale pilot 

Introduce AI tools in one or two areas before rolling out further. For example, try using AI to generate draft minutes or summarise large supporting documents. This allows you to test accuracy, assess impact, and make adjustments before expanding usage. 

4. Put governance around the tools 

Create clear policies for how AI is used. This should include rules on data protection, transparency, and how outputs are reviewed. Assign ownership and define review processes to keep everything aligned with broader governance expectations. 

5. Measure what matters 

Track time saved, accuracy of outputs, and feedback from board members and other stakeholders. These indicators will show whether AI is improving meeting quality, and where further improvements are possible. 

By starting small and building steadily, company secretaries can introduce AI tools in a way that supports governance and strengthens trust. 

Embrace AI with Sherpany today 

AI tools are reshaping how company secretaries support board meetings. By reducing manual effort, improving information flow, and strengthening governance processes, these tools help secretaries focus on what matters most: enabling effective decisions at the highest level. 

As Dr Edo de Vette puts it, “AI can now handle administrative tasks, synthesise large volumes of information, detect trends, assess risks, and even generate strategic scenarios. So what remains for the secretary? AI doesn’t replace the corporate secretary, it enhances the role for those who know how to leverage it.” 

But the value of AI does not come from automation alone. It comes from the combination of technology and human judgement. When applied with care, AI allows secretaries to stay ahead of increasing demands while maintaining the trust and rigour their role requires. 

"We need to surface the role of the board secretary to unlock the value already inside organisations,” says Moya Hayhurst, echoing the growing call for secretaries to move from silent supporters to strategic enablers. 

Sherpany’s board management platform is already supporting secretaries across Europe in this transition. With features that simplify preparation, support meeting execution, and align with governance requirements, it offers a practical path for integrating AI into meeting processes. 

If you are ready to explore what AI can do for your secretariat, book a demo today and see how Sherpany can help.