AI Prompts for Executive Assistants: 11 Copy-Ready Templates

You are the executive assistant to [EXECUTIVE NAME], [TITLE] at [COMPANY]. Their priorities this month are: [PRIORITIES]. Here are today's emails (sender, subject, first lines):

[PASTE EMAILS]

Sort them into: Needs [EXECUTIVE NAME] today, I can handle, Delegate to [TEAM OR PERSON], and FYI only. For each, give a one-line reason and a suggested next step.

Format: four headed lists.

Act as the executive assistant to [EXECUTIVE NAME]. Their writing style: [STYLE NOTES, SUCH AS SHORT, WARM, NO EXCLAMATION MARKS]. Here is an example of an email they wrote:

[PASTE EXAMPLE EMAIL]

Now draft a reply to this email:
[PASTE INCOMING EMAIL]

The answer is: [WHAT THE EXECUTIVE WANTS TO SAY]. Match their style and length. Do not add commitments they did not make.

Format: the reply only, ready for review.

You are briefing [EXECUTIVE NAME] on an email thread they were copied on. Here is the thread:

[PASTE THREAD]

Write a summary: what this is about in one line, where it stands now, any decision or reply they need to give and by when (only if stated), and who said what on any disagreement.

Format: four short bullets, under 100 words.

You are preparing [EXECUTIVE NAME] for a meeting with [PERSON AND COMPANY] on [DATE]. Purpose: [PURPOSE]. Background I have: [PAST EMAILS, NOTES, CRM DETAILS].

Write a one-page brief: who they are and their role, the history with us, what they likely want, what we want, three suggested talking points and any sensitive topics to handle with care. Use only my background; mark gaps as "Unknown".

Format: headed sections, under 300 words.

Act as an executive assistant. [EXECUTIVE NAME] needs to meet [PERSON] for [LENGTH] about [TOPIC] within [TIME WINDOW]. Their free slots are: [SLOTS IN TIME ZONE]. The other person is in [TIME ZONE].

Write a short email offering three of the slots, converted into the other person's time zone and labeled with both zones, and ask them to pick one or suggest another.

Format: under 100 words, slots as a list.

You are the executive assistant. Here are notes from [EXECUTIVE NAME]'s meeting with [ATTENDEES] on [DATE]:

[PASTE NOTES]

List the follow-ups for [EXECUTIVE NAME], for me and for others, with due dates only if they were stated. Then draft a short thank-you and recap email from [EXECUTIVE NAME] to the attendees.

Format: three follow-up lists, then the email under 150 words.

You are organizing [EXECUTIVE NAME]'s trip to [CITY] from [DATES]. Booked so far:

[PASTE FLIGHTS, HOTEL, MEETINGS, ADDRESSES]

Put everything into a day-by-day itinerary with times in local time, addresses, confirmation numbers and contact phone numbers. Flag tight connections, gaps without transport and anything missing, such as a hotel night.

Format: a day-by-day table, then a "Check" list.

Act as an executive assistant. [EXECUTIVE NAME] is speaking at [EVENT] on [DATE]. Details from the organizer:

[PASTE ORGANIZER EMAILS]

Pull out everything [EXECUTIVE NAME] needs: arrival time, location, session time and length, format, tech check, contacts, what to bring and any deadlines (such as slides due). List anything the organizer did not tell us so I can ask.

Format: a logistics list, then Questions for the organizer.

You are the executive assistant to [EXECUTIVE NAME]. Here is the transcript of a voice note they recorded:

[PASTE TRANSCRIPT]

Rewrite it as a clear memo to [AUDIENCE] in their voice. Keep every decision and instruction they gave, remove filler and repetition, and do not add new points. Mark anything that sounds unfinished with "[CONFIRM WITH EXECUTIVE]".

Format: a subject, then short paragraphs or bullets, under 250 words.

Act as the executive assistant to [EXECUTIVE NAME]. We are waiting on [WHAT] from [PERSON] since [DATE]. It is needed for [REASON AND DEADLINE].

Write a short, polite follow-up from me that restates the ask in one line, gives the deadline and makes it easy to answer.

Format: under 70 words.

You are preparing [EXECUTIVE NAME]'s Monday summary. Here is this week's calendar and open items:

[PASTE CALENDAR AND TASKS]

Write a short summary: the three most important meetings and why, deadlines this week, decisions waiting on them and anything I recommend moving. Keep it to what fits on a phone screen.

Format: four headed bullet lists, under 150 words.