1.  Introduction

There are two main aspects of AI technology that have a strong connection with human professions [1]. On the one hand, the maturity of intelligent office spaces has brought notable advancements. Enterprises are leveraging advanced intelligent environmental control systems to enhance both office comfort and energy efficiency. More importantly, the upgrading of intelligent office systems has significantly boosted work efficiency: humans can now efficiently handle routine tasks such as schedule management, meeting room bookings, and transaction notifications, thereby freeing up energy to focus on higher-level functions like research and decision support [2]. What is even more encouraging is that most office needs can be met via mobile intelligent terminals, giving rise to new work models such as shared work spaces. Work is no longer constrained by time or space, which further facilitates efficient task execution and support for leadership, streamlining overall workflow. On the other hand, this marks a new level of popularity and portability for AI technology.In human work. The applications of generative AI mainly include intelligent writing, intelligent design, intelligent translation. These applications can write various types of official documents according to specific requirements. Such as reports, proposals, assist humans in creating presentation slides (PPT), promotional posters, short videos and other materials, perform real-time translation and other tasks. These capabilities drastically reduce human workload while significantly improving work efficiency and quality. With its user-friendly interface, generative AI is gradually becoming an indispensable tool in daily work, providing robust technical support for the modernization and intelligent transformation of professions. Against this backdrop, this article analyzes the key elements of artificial intelligence and summarizes the current development trends of AI technology through in-depth research.

2.  Overview of Chat GPT

2.1. The main functions of ChatGPT

ChatGPT is a dialogue-based generative pre-trained model released by OpenAI-a U.S.-based laboratory under Microsoft-in November 2022 [3]. The core idea is to understand human language through large-scale corpus training, and generate natural and fluent answers. On March 15th, 2023, Open AI has released a more advanced multi-modal pre trained large language model GPT-4. The core functional system of Chat GPT covers five dimensions: text generation, dialogue interaction, machine translation, content summarization, and sentiment analysis,Its application scenarios have extended to chat-bots, intelligent writing assistants, customer service systems, educational assistance, and other fields. For the secretarial profession, in particular, these functions play a pivotal role in automated document processing and efficient information retrieval, substantially enhancing both work efficiency and service quality.

2.2. The application of Chat GPT in the field of natural language processing

The application of Chat GPT in the field of natural language processing marks a significant advancement in the understanding and generation of human language by artificial intelligence [4]. As an advanced language model, Chat GPT mainly utilizes deep learning to grasp the complexity and diversity of language, in order to achieve efficient interaction in different application scenarios. In the field of text generation, ChatGPT has demonstrated remarkable capabilities. Relying on deep learning algorithms, Chat GPT can accurately capture contextual semantic associations, maintain topic consistency, and generate coherent text that conforms to specific styles (such as official documents, reports, and promotional copy). This ability enables the secretary to quickly complete the initial draft of a document, significantly reducing the document creation cycle. Meanwhile, Chat GPT also has breakthroughs in the application of dialogue systems. It can simulate human dialogue patterns, provide a smooth and natural interactive experience. This capability enables Chat GPT to provide primary customer service without the need for real-time manual supervision. Chat GPT is a system that improves customer satisfaction and frees up time for secretaries to handle complex tasks. It offers advantages in language translation, content summarization, and sentiment analysis, enhancing international cooperation and information transmission accuracy. It also drives secretarial roles towards higher management and strategic planning.

3.  Insights and suggestions on technological applications

3.1. Persist in lifelong learning

Lifelong learning serves as the cornerstone of human career development in the new era. In the current era of rapid technological advancement, individuals must adapt to technological changes by proactively learning and mastering intelligent office systems and mobile office tools, thereby enhancing work efficiency and quality. This not only involves proficiency in basic office automation tools such as schedule management software and email automatic classification systems but also includes skilled operation of advanced office tools capable of data analysis [5]. With the continuous advancement of technology, continuously building and updating the knowledge system is crucial. Human beings should actively learn new job skills, such as basic programming knowledge, data analysis skills, which are essential for adapting to the digital and intelligent modern office environment. Through lifelong learning, individuals can stimulate innovative thinking in their work, leveraging artificial intelligence technology to propose innovative work plans and effectively solve problems in traditional workflows [5]. Effectively solve problems in traditional work. For example, enterprises can optimize their workflow through intelligent systems. It can significantly improve the efficiency and quality of decision-making. In addition, humans should continue to learn and grow in other related fields, mastering diverse skills with an attitude of "having what others lack and excelling at what others possess." This proactive learning attitude, not only can it help humans maintain competitiveness in the workplace,It can also enable them to face the uncertainty of the future workplace with greater initiative and more choices. Through continuous learning and self-improvement. Human beings can better adapt to the job requirements of the new era and achieve sustainable development in their personal careers.

3.2. Multidimensional communication and coordination skills

In contemporary organizational structures, the integration of artificial intelligence technology has expanded human professional roles from single administrative management to diverse communication and coordination hubs. The new era demands elevated communication and coordination capabilities, encompassing not only traditional communication skills but also digital literacy, cross-cultural competence, and high emotional intelligence [6]. Firstly, Human beings should possess precise language expression and efficient listening comprehension abilities. These are critical not only for accurately conveying management decisions and instructions but also for capturing and understanding the perspectives and needs of all parties in meetings and negotiations. It has become essential for humans to master various online communication tools (such as video conferencing platforms, instant messaging software) and platforms (such as electronic calendars, project management tools) proficiently, to adapt to the communication mode of the digital age. Secondly, humans need to demonstrate excellent coordination skills, to promote effective collaboration and resource integration among different departments and teams. This involves a series of tasks such as meeting arrangements, schedule coordination, and event planning. Cross-cultural communication skills are crucial in a globalized context, as enterprises face interactions with diverse cultural backgrounds. Understanding and respecting cultural differences is essential for smooth communication. High emotional intelligence is essential for navigating interpersonal relationships, resolving conflicts, fostering teamwork, and creating a harmonious work environment. Skilled reporting and task delegation demonstrate high emotional intelligence. To meet the demands of the new era and fulfill impactful roles, individuals must continuously learn and practice their communication and coordination skills.

3.3. Good professional ethics and conduct

In the age of artificial intelligence, professional ethics and conduct remain the non-negotiable bottom line for human professionals. While keeping pace with technological advancements, individuals must ensure their work is legal, compliant, and ethical, thereby contributing positively to the sustainable development of organizations and society. First, professionals need to enhance their knowledge reserves by continuously acquiring essential skills such as basic programming and data processing—competencies critical for adapting to today’s digital and intelligent workplace. With the effective support of AI technology, they can translate innovative work ideas and plans into practical solutions, better addressing challenges encountered in daily operations. Meanwhile, strong coordination abilities are essential to integrate efforts across departments and teams, optimizing organizational operations. AI tools like intelligent calendars and collaborative office systems provide robust support in this regard, ensuring all tasks proceed efficiently and orderly. Secondly, in the process of using artificial intelligence to assist decision-making, humans. Always maintain a keen sense of ethics. Although artificial intelligence technology can provide powerful data analysis and decision support. But its decision-making logic and results must undergo strict manual review to ensure compliance with social morality and legal regulations. Human beings should have the ability to evaluate the ethical nature of artificial intelligence decisions.

Avoid blind reliance on technology and prevent potential ethical risks. Moreover, when handling sensitive data, strict adherence to relevant data protection laws and regulations is imperative. This demands the implementation of effective security measures to safeguard personal privacy and corporate trade secrets from leakage or misuse. Professionals should continuously strengthen their data security awareness and improve their ability to protect such information. In a globalized context, understanding and respecting professional ethical standards across different cultural backgrounds is equally vital. In cross-cultural interactions, individuals should demonstrate openness and tolerance toward cultural diversity while upholding universally recognized professional ethics. Finally, active participation in professional ethics education and training is crucial. Through systematic learning and practice, professionals can deepen their understanding of the importance of ethics and master strategies to address ethical challenges. When faced with potential conflicts of interest, they must adhere to professional ethics, refusing to engage in any behavior that could harm organizational interests or violate social ethics, thereby establishing sound values and professional integrity [7].

4.  The challenges of technological application

4.1. The maturity bottleneck of artificial intelligence technology

Technological limitations have become the primary challenge that artificial intelligence needs to overcome in human work applications. While AI has made strides in simulating human thinking, its capabilities still pale in comparison to the complexity of human cognitive processes and emotional communication—leaving significant room for improvement. The ability of artificial intelligence still needs to be improved.In the specific practice of human work. When dealing with unclear instructions or conducting strategic planning tasks. The limitations of artificial intelligence are particularly evident. Future research must rigorously assess AI’s long-term impact on human careers, including but not limited to its effects on job satisfaction and career development trajectories. Such evaluations are critical to ensuring the healthy, efficient, and secure integration of AI technology into human work..In addition to waiting for artificial intelligence technology to iterate and optimize. Human beings should deeply and comprehensively learn AI technology. Understand its applications and limitations in human work in order to better utilize AI tools. Provide relevant technical training. How to use AI tools for daily work, and how to effectively communicate with AI systems. Human beings should cultivate critical thinking skills. Evaluate and assess the solutions provided by AI. Ensure that it conforms to the actual situation and company policies.

4.2. The irreplicability of interpersonal communication values

Human beings are able to express and understand complex emotions during communication, including subtle emotional changes and nonverbal signals, such as changes in facial expressions, body language, and tone of voice. AI is currently unable to accurately identify and simulate these emotional exchanges. Human beings are able to empathize with others in communication,Understand the feelings and needs of others, and most of the time, humans are driven by self-interest. Although AI has advanced in simulating human interactions, the intricate interplay of human emotions, culture, morality, and creativity renders it difficult for AI to fully learn or replicate the irreplaceable value of interpersonal connections. Thus, humans should strive to strengthen their skills in this domain to compensate for AI’s limitations. By continuously refining communication abilities—including active listening, empathy, and persuasive expression—individuals can foster deeper bonds in interpersonal interactions. In cross-cultural contexts, enhancing understanding of diverse cultures and social norms enables effective communication within multicultural work environments. Future research should focus on how to coordinate the relationship between artificial intelligence and interpersonal interaction and explore how to use artificial intelligence technology to enhance rather than replace interpersonal communication.

4.3. The urgency of data privacy protection

The country vigorously promotes the "Artificial Intelligence+" strategy. However, there is a lack of refined policies for AI applications for enterprise humans. There is insufficient compliance guidance for scenarios such as automated office, intelligent meeting management, and document processing. For instance, Beijing’s AI support policies primarily focus on large-model R&D and computing power infrastructure, with little coverage of standardization for enterprises’ daily office scenarios. Many companies also prioritize AI technology research while neglecting the development of human-AI collaboration mechanisms. The EU Artificial Intelligence Act, as the world's first comprehensive regulation on artificial intelligence. Its introduction signifies an important step towards the standardized application of artificial intelligence. There are strict regulations for high-risk systems. However, similar legislation in China is still in progress, leaving enterprises without clear reference standards. AI applications extensively process data related to personal or corporate privacy information. In cases of data breach, due to unclear attribution of responsibility and how to pursue it,Causing concern for both businesses and humanity. Although the Personal Information Protection Law and the Data Security Law have regulations on the use of data. ,China's Personal Information Protection Law and Data Security Law regulate data usage, but lack operational standards for AI processing of sensitive information in enterprise workflows. This increases the risk of leaks and operational disruptions. The Central Cyberspace Administration's "Special Campaign to Rectify Abuse of AI Technology" has been limited in defining data anonymization and permission grading requirements. The lack of policy support, such as training programs and professional certification systems, further hinders the healthy development of AI in workplace applications. Future research should focus on efficient data protection strategies for data security and confidentiality. Individuals should build trust in AI by understanding its operational mechanisms and capabilities, allowing for reliance and intervention when needed. Humans should also take a supervisory role in AI-assisted workflows, reviewing outputs, providing feedback, and adhering to data privacy and security regulations.

5.  Conclusion

The transformation of human occupations will be a multi-faceted process that delves into the core of occupations. While AI technology offers tremendous potential for human work, it also comes with a series of challenges. Additionally, this paper has certain limitations, such as not fully covering the latest developments in AI technology, insufficient consideration of industry-specific needs, insufficient exploration of cross-cultural differences, and incomplete solutions to data privacy and security issues. This study is constrained by the scope of industry coverage and the pace of technological iteration. Future research should leverage interdisciplinary collaboration (computer science, ethics, sociology) and longitudinal tracking studies to continuously refine the theoretical and practical framework for AI and occupational sustainability, fostering harmonious coexistence between technological innovation and human development.