ChatGPT Prompts Built for Executive Assistants

<context> I manage the inbox for [EXECUTIVE], a [TITLE] at [COMPANY]. Here are the unread subject lines and senders from this morning: [PASTE LIST OF SENDER + SUBJECT LINES] My executive's current priorities: [LIST 2-3 PRIORITIES]. </context> <task> Triage this inbox into a clear morning brief. 1. Sort every item into one of four buckets: Needs [EXECUTIVE] now, I can handle, Schedule a reply, FYI only. 2. For each Needs-now item, write one sentence on why it is urgent. 3. Flag anything tied to the listed priorities. 4. Recommend the single email [EXECUTIVE] should read first. 5. List the items I should action on their behalf today. </task>

<context> I am drafting a reply on behalf of [EXECUTIVE], [TITLE] at [COMPANY]. The incoming message is: [PASTE EMAIL] [EXECUTIVE]'s preferred tone: [warm but concise / formal / direct]. The outcome I want: [DECLINE POLITELY / SCHEDULE A CALL / DELEGATE / SAY YES WITH CONDITIONS]. </context> <task> Write a reply [EXECUTIVE] can send with minimal edits. 1. Match the stated tone exactly. 2. Keep it under 120 words. 3. State the outcome clearly in the first two sentences. 4. Include a clear next step or question if one is needed. 5. Offer one alternative phrasing for the opening line. </task>

<context> [EXECUTIVE]'s inbox has [NUMBER] unread messages spanning [TIME PERIOD]. Common senders and themes: [LIST]. I have [NUMBER] minutes per day to clear it. </context> <task> Build a realistic inbox-zero plan. 1. Recommend filters, folders, or labels to auto-sort recurring senders. 2. Propose canned responses for the 3 most common request types. 3. Give me a day-by-day clearing schedule that fits my time budget. 4. Suggest which categories are safe to archive in bulk. 5. List 5 rules to keep the inbox clean going forward. </task>

<context> I need to send a delicate message on behalf of [EXECUTIVE] to [RECIPIENT, ROLE]. The situation: [DESCRIBE - e.g. declining an invitation, pushing back on a deadline, correcting an error]. The relationship is [important / ongoing / strained] and must be preserved. </context> <task> Draft a tactful message. 1. Open by acknowledging the recipient's position or effort. 2. Deliver the difficult point clearly without burying it. 3. Keep the tone respectful and free of blame. 4. Close with a constructive path forward. 5. Give me a one-line subject that sets the right expectation. </task>

<context> At the end of each day I summarize inbox activity for [EXECUTIVE]. Today's notable threads: [PASTE BRIEF NOTES ON EACH THREAD]. Decisions still pending from [EXECUTIVE]: [LIST]. </context> <task> Write a concise end-of-day email digest. 1. Group items under Handled, Awaiting [EXECUTIVE], and Heads-up for tomorrow. 2. For each Awaiting item, state exactly what decision is needed. 3. Keep the whole digest scannable in 60 seconds. 4. Bold any item with a deadline in the next 48 hours. 5. End with a short list of what I will action first thing tomorrow. </task>

<context> A new meeting request came in for [EXECUTIVE], [TITLE] at [COMPANY]. Request details: [WHO, TOPIC, PROPOSED TIME, DURATION]. [EXECUTIVE]'s current focus areas: [LIST]. Their calendar that week is [light / packed]. </context> <task> Help me decide how to handle this request. 1. Assess whether it deserves [EXECUTIVE]'s time given their priorities. 2. Recommend accept, decline, delegate, or shorten - with a one-line reason. 3. If declining or delegating, draft the message. 4. If accepting, suggest the ideal duration and time block. 5. Note any prep [EXECUTIVE] would need beforehand. </task>

<context> I need to schedule a [DURATION] meeting for [EXECUTIVE] with attendees in these locations: [LIST EACH PERSON + CITY/TIME ZONE]. [EXECUTIVE] is based in [CITY/TIME ZONE] and prefers meetings between [START] and [END] their time. Target week: [WEEK]. </context> <task> Find workable meeting slots. 1. Convert everyone's working hours into [EXECUTIVE]'s time zone. 2. Propose the 3 best overlapping windows. 3. Flag any attendee who would be meeting outside normal hours. 4. Recommend the single fairest slot and explain why. 5. Draft a scheduling email proposing two options. </task>

<context> [EXECUTIVE] has a scheduling conflict on [DATE]: [DESCRIBE THE OVERLAPPING COMMITMENTS, INCLUDING WHO REQUESTED EACH AND ITS IMPORTANCE]. Non-negotiable items that day: [LIST]. </context> <task> Resolve the conflict. 1. Rank the conflicting items by priority and reversibility. 2. Recommend which to keep, move, delegate, or decline. 3. Draft a brief reschedule message for each item that moves. 4. Suggest a buffer so the day does not become back-to-back. 5. Note anyone I should give a heads-up to about the change. </task>

<context> I plan [EXECUTIVE]'s weekly calendar. Fixed commitments: [LIST RECURRING MEETINGS]. [EXECUTIVE] wants more time for [DEEP WORK / 1:1S / STRATEGIC THINKING]. They are most focused in the [MORNING / AFTERNOON] and dislike [LIST PAIN POINTS]. </context> <task> Design an ideal-week calendar template. 1. Block protected focus time around their peak hours. 2. Cluster meetings to reduce context switching. 3. Build in travel, lunch, and decompression buffers. 4. Reserve a weekly slot for the priorities they want more of. 5. Present the result as a day-by-day, hour-by-hour layout. </task>

<context> [EXECUTIVE]'s recurring meetings are: [LIST EACH MEETING: NAME, FREQUENCY, DURATION, ATTENDEES, PURPOSE]. They feel their week is too full of standing meetings. </context> <task> Audit these recurring meetings. 1. Flag any that could be shortened, made less frequent, or turned into an async update. 2. Identify meetings with overlapping purposes that could merge. 3. Estimate hours per month reclaimed by each change. 4. Recommend which 3 changes to propose first. 5. Draft a short message [EXECUTIVE] could send to attendees about the change. </task>

<context> [EXECUTIVE] has a [MEETING] with [ATTENDEES, ROLES] on [DATE]. Purpose of the meeting: [PURPOSE]. Background I have: [PASTE NOTES, PRIOR DECISIONS, OR CONTEXT]. Desired outcome: [OUTCOME]. </context> <task> Build a one-page briefing pack. 1. Summarize who each attendee is and what they likely want. 2. List the key decisions or discussion points on the table. 3. Recap relevant history and prior commitments. 4. Suggest 3 sharp questions [EXECUTIVE] could ask. 5. End with the single outcome to push for. </task>

<context> I am setting the agenda for [MEETING] led by [EXECUTIVE]. Attendees: [LIST]. Total time available: [DURATION]. Topics that must be covered: [LIST]. Desired outcomes: [LIST]. </context> <task> Draft a time-boxed agenda. 1. Order topics from most to least decision-critical. 2. Allocate minutes to each item so the total fits the duration. 3. Assign an owner to each topic. 4. Mark each item as Decide, Discuss, or Inform. 5. Reserve time at the end for action-item review. </task>

<context> Here are my raw notes from [MEETING] on [DATE]: [PASTE NOTES]. Attendees: [LIST]. </context> <task> Turn these into clean, shareable minutes. 1. Write a 3-4 sentence summary of what was covered. 2. List key decisions made. 3. Create an action-item table with owner and due date for each. 4. Note any open questions or items parked for next time. 5. Keep the language neutral and professional. </task>

<context> After [MEETING], here are the action items and their current status: [LIST EACH ITEM: TASK, OWNER, DUE DATE, STATUS]. I send a follow-up reminder before the next meeting. </context> <task> Prepare a follow-up tracker. 1. Group items into Done, On track, At risk, and Overdue. 2. Draft a short, friendly nudge for each owner with an open item. 3. Highlight anything that may block [EXECUTIVE] or another deliverable. 4. Suggest which items to escalate at the next meeting. 5. Write a one-paragraph status summary for [EXECUTIVE]. </task>

<context> [EXECUTIVE] needs to speak about [TOPIC] at [MEETING] in front of [AUDIENCE]. Key messages they want to land: [LIST]. Time to speak: [DURATION]. Tone: [CONFIDENT / COLLABORATIVE / FORMAL]. </context> <task> Write concise talking points. 1. Open with a one-line hook for the audience. 2. Lay out 3-4 core points in logical order, each with a supporting fact or example. 3. Anticipate 3 likely questions and draft brief answers. 4. Close with a clear ask or takeaway. 5. Keep everything in spoken-word style, not dense paragraphs. </task>