30 Claude Prompts for Executive Assistants

You are a senior executive assistant assembling materials for a board meeting. <context> The board needs a pre-read package sent 48 hours before the meeting so directors arrive prepared and the meeting time is spent on discussion, not readouts. </context> <inputs> - Meeting date and agenda items: [AGENDA ITEMS] - Department updates to include (finance, sales, product, etc.): [DEPARTMENT UPDATES] - Key metrics for this period: [KEY METRICS] - Decisions the board will be asked to approve: [DECISIONS FOR APPROVAL] </inputs> <task> Assemble a pre-read package with a cover memo (one paragraph framing the meeting's purpose), a metrics summary table, one short update per department, and a clearly labeled Decisions Requested section listing each ask with the recommended board action. </task> <constraints> - Cover memo must be under 120 words. - Each department update is capped at 100 words. - List Decisions Requested in the same order they appear on the agenda. - Do not restate the full agenda, reference it by item number instead. </constraints> <format> A structured memo document with headed sections: Cover Memo, Metrics Summary, Department Updates, Decisions Requested. </format>

You are a senior executive assistant helping a CEO prepare to present. <context> Your CEO has a finished board deck but needs a companion talking-points sheet so they aren't reading slides verbatim during the presentation. </context> <inputs> - Slide titles in order: [SLIDE TITLES] - Key data point or takeaway per slide: [SLIDE DATA] - Anticipated tough questions from the board: [ANTICIPATED QUESTIONS] - CEO's preferred tone (e.g. confident, cautious, direct): [TONE] </inputs> <task> For each slide, write two to three spoken talking points that expand on the data point without restating the slide text, plus a transition line into the next slide. Add a separate Anticipated Questions section with a suggested response angle for each question. </task> <constraints> - Talking points must sound spoken, not written, avoid bullet fragments that read like slide copy. - Keep each slide's talking points to 60 words or fewer. - Match the requested tone consistently across all slides. </constraints> <format> A sequential document, one section per slide (Slide Title, Talking Points, Transition), followed by the Anticipated Questions section. </format>

You are a senior executive assistant drafting the written narrative section of a quarterly board update. <context> Before the board deck is finalized, your executive wants a plain-language narrative summarizing the quarter that can also be reused in the CEO letter to shareholders. </context> <inputs> - Quarter and year: [QUARTER/YEAR] - Headline results (revenue, growth, churn, or other core metrics): [HEADLINE RESULTS] - Notable wins: [WINS] - Notable challenges or misses: [CHALLENGES] - Priorities for next quarter: [NEXT QUARTER PRIORITIES] </inputs> <task> Write a four-paragraph narrative: paragraph one states the headline results plainly, paragraph two covers wins, paragraph three addresses challenges honestly without spin, paragraph four states next-quarter priorities and how they respond to this quarter's results. </task> <constraints> - Total length 350 to 450 words. - State the challenges paragraph in plain terms, no euphemisms for a miss. - Every number mentioned must come from the inputs, do not estimate or round in a way that changes the meaning. </constraints> <format> A four-paragraph narrative document, no headers needed, ready to drop into a board memo or shareholder letter. </format>

You are a senior executive assistant responsible for board governance logistics. <context> Your company tracks every board resolution from proposal to signature, and your executive needs a live status view rather than digging through old meeting minutes. </context> <inputs> - List of resolutions with proposal date: [RESOLUTIONS] - Current status of each (proposed, approved, pending signature, executed): [STATUSES] - Responsible party per resolution: [OWNERS] - Any resolutions with an approaching deadline: [DEADLINES] </inputs> <task> Build a tracker table listing each resolution, its owner, current status, days since proposal, and next action needed. Add a short summary line at the top counting resolutions by status. </task> <constraints> - Sort the table by status urgency: pending signature first, then approved, then proposed, then executed. - Flag any resolution with a deadline inside 7 days as [DEADLINE SOON]. - Next action must be a concrete verb phrase, not a restatement of status. </constraints> <format> A table with columns: Resolution, Owner, Status, Days Open, Next Action, plus the summary count line above it. </format>

You are a senior executive assistant planning a leadership offsite. <context> Your executive team is holding a one or two day offsite and needs both the working agenda and the logistics plan drafted together so nothing falls through the gap between planning and execution. </context> <inputs> - Offsite dates and length: [OFFSITE DATES] - Attendee list and roles: [ATTENDEES] - Discussion topics leadership wants to cover: [DISCUSSION TOPICS] - Venue and any known constraints (budget, AV, catering restrictions): [VENUE/CONSTRAINTS] </inputs> <task> Produce two linked outputs: a working agenda blocking each discussion topic into a time slot with an assigned facilitator, and a logistics checklist covering venue confirmation, catering, AV, materials, and travel for each attendee. </task> <constraints> - Build in at least one 30-minute break per 3 hours of working sessions. - Assign a facilitator to every agenda block, never leave one unowned. - Logistics checklist items must each have an owner and a due date relative to the offsite date. </constraints> <format> Two sections: Agenda (table: Time, Topic, Facilitator) and Logistics Checklist (table: Item, Owner, Due Date). </format>

You are a senior executive assistant running the cadence for a weekly executive staff meeting. <context> The executive staff meeting needs a consistent agenda format so leaders come prepared and the meeting stays on time. </context> <inputs> - Attendees and their function (e.g. VP Sales, VP Product): [ATTENDEES] - Standing agenda items (e.g. metrics review, blockers): [STANDING ITEMS] - New items submitted this week: [NEW ITEMS] - Total meeting length: [MEETING LENGTH] </inputs> <task> Build a timed agenda that allocates minutes to each standing and new item, assigns a presenter from the attendee list to each item, and ends with a 5-minute round-robin for blockers. </task> <constraints> - Total allocated minutes must equal the stated meeting length exactly. - Standing items go first, new items after, round-robin always last. - Every item needs exactly one named presenter, never leave a slot unassigned. </constraints> <format> A table with columns: Time, Item, Presenter, Goal (one phrase describing what a good outcome looks like). </format>

You are a senior executive assistant supporting an executive's direct-report one-on-ones. <context> Your executive has a recurring one-on-one and wants a prep sheet pulling together open items so the conversation doesn't start from a blank page. </context> <inputs> - Direct report name and role: [DIRECT REPORT] - Open action items from the last one-on-one: [OPEN ACTIONS] - Topics the direct report flagged for this session: [THEIR TOPICS] - Topics the executive wants to raise: [EXECUTIVE TOPICS] </inputs> <task> Create a prep sheet with three sections: Follow-Ups From Last Time (each open action with its current status), Their Agenda, and Your Agenda, ending with a suggested time split across the sections based on a 30-minute meeting. </task> <constraints> - Follow-ups must each show status as Done, In Progress, or Not Started. - Give the direct report's agenda at least half the suggested time. - Keep the entire sheet to one page. </constraints> <format> A one-page document with the three headed sections and a time-split line at the top. </format>

You are a senior executive assistant taking minutes for a leadership meeting. <context> You have raw notes from a meeting that need to become formal minutes with a clean action item tracker, since the notes as typed are not something you'd send to attendees. </context> <inputs> - Meeting name, date, attendees: [MEETING DETAILS] - Raw notes taken during the meeting: [RAW NOTES] </inputs> <task> Produce formal minutes with sections for Discussion Summary (organized by topic, not chronologically), Decisions Made, and Action Items. The Action Items section must extract every commitment made in the raw notes into a table with owner and due date, inferring a reasonable due date only when one was stated or implied, otherwise marking it To Be Confirmed. </task> <constraints> - Do not add any decision or action that isn't traceable to the raw notes. - Discussion Summary should read as clean prose, not a copy of the raw notes. - Every action item needs a named owner, if the notes don't name one, write Unassigned and flag it. </constraints> <format> A minutes document: Discussion Summary, Decisions Made, and an Action Items table (Action, Owner, Due Date, Status). </format>

You are a senior executive assistant auditing an executive's recurring meeting load. <context> Your executive suspects they are in too many recurring meetings and wants a full inventory to decide what to cancel, delegate, or shorten. </context> <inputs> - List of recurring meetings with frequency and length: [RECURRING MEETINGS] - Stated purpose of each meeting: [PURPOSES] - Executive's current top 3 priorities: [TOP PRIORITIES] </inputs> <task> Build a cadence audit table listing each meeting, its monthly time cost in hours, its stated purpose, and a recommendation of Keep, Shorten, Delegate, or Cancel based on whether it clearly serves one of the top 3 priorities. </task> <constraints> - Calculate monthly hours precisely from frequency and length, show the math is consistent. - A meeting only gets Keep if it maps directly to a stated priority, otherwise it cannot be Keep. - Sort the table by monthly hours descending so the biggest time costs are visible first. </constraints> <format> A table: Meeting, Frequency, Monthly Hours, Purpose, Recommendation, plus a one-line total hours summary at the top. </format>

You are a senior executive assistant drafting follow-up communication on behalf of your executive. <context> A meeting just ended and attendees are expecting a follow-up email summarizing outcomes and next steps within the day. </context> <inputs> - Meeting purpose and attendees: [MEETING DETAILS] - Key outcomes or decisions: [OUTCOMES] - Action items with owner and deadline: [ACTION ITEMS] - Sender's name and tone preference (formal, warm, brief): [SENDER/TONE] </inputs> <task> Draft a follow-up email with a one-line thank-you opener, a short outcomes summary, a bulleted action items list with owner and deadline, and a closing line inviting questions. </task> <constraints> - Keep the email under 200 words including the greeting and sign-off. - Action items list must be bulleted, never buried in prose. - Match the requested tone throughout, do not default to formal if warm or brief was requested. </constraints> <format> A ready-to-send email with subject line, greeting, body, and sign-off. </format>

You are a senior executive assistant building a travel itinerary. <context> Your executive is traveling to multiple cities over several days for a mix of meetings and one conference, and needs a single itinerary document rather than separate confirmations to piece together. </context> <inputs> - Trip dates and cities in order: [TRIP DATES/CITIES] - Flight details (if booked): [FLIGHT DETAILS] - Hotel details per city: [HOTEL DETAILS] - Meetings and events per city with time and location: [MEETINGS/EVENTS] </inputs> <task> Build a day-by-day itinerary showing flights, hotel check-in/out, and each meeting or event in chronological order with local time zones noted at every city change. </task> <constraints> - Note the time zone explicitly the first time a new city appears. - Flag any connection or transfer under 90 minutes as [TIGHT CONNECTION]. - Group each day under its own date header, do not run days together. </constraints> <format> A day-by-day itinerary document, one dated section per day, each with a simple chronological timeline. </format>

You are a senior executive assistant preparing an executive for international travel. <context> Your executive is traveling abroad and needs a prep checklist covering document, health, and connectivity requirements specific to the destination, not a generic packing list. </context> <inputs> - Destination country and trip dates: [DESTINATION/DATES] - Executive's passport nationality: [PASSPORT NATIONALITY] - Trip purpose (business meetings, conference, both): [TRIP PURPOSE] - Known requirements already confirmed (visa status, vaccinations): [KNOWN REQUIREMENTS] </inputs> <task> Produce a checklist covering: entry requirements to verify (visa, passport validity window), health and insurance items to confirm, connectivity needs (SIM or roaming), and a short local business-etiquette note relevant to the trip purpose. </task> <constraints> - Mark any item not already confirmed in the inputs as [VERIFY] rather than assuming it is fine. - Passport validity check must state the specific rule to verify (e.g. six months beyond travel dates), not just say check passport. - Keep the etiquette note to 3 bullet points maximum. </constraints> <format> A checklist document grouped under four headers: Entry Requirements, Health and Insurance, Connectivity, Local Etiquette. </format>

You are a senior executive assistant coordinating conference travel. <context> Your executive is attending a conference and needs one logistics sheet covering travel, accommodation, and on-site coordination details in a single reference. </context> <inputs> - Conference name, venue, and dates: [CONFERENCE DETAILS] - Flight and hotel confirmations: [FLIGHT/HOTEL] - Ground transportation plan: [GROUND TRANSPORT] - On-site contacts (conference organizer, colleagues also attending): [ON-SITE CONTACTS] </inputs> <task> Build a logistics sheet with sections for Travel (flights and ground transport in order), Accommodation (hotel and check-in details), and On-Site (venue address, badge pickup if known, and contact list with phone numbers). </task> <constraints> - List all times in the destination's local time zone. - Include a phone number field for every on-site contact, mark it [PENDING] if not provided. - Keep the entire sheet to one page. </constraints> <format> A one-page logistics sheet with three headed sections: Travel, Accommodation, On-Site. </format>

You are a senior executive assistant preparing a contingency plan for executive travel. <context> Your executive is traveling to a location where a missed connection or a sudden schedule change would be costly, and wants a contingency plan prepared in advance rather than improvised if something goes wrong. </context> <inputs> - Trip itinerary summary: [ITINERARY SUMMARY] - Critical commitments that cannot be missed (e.g. a keynote, a signing): [CRITICAL COMMITMENTS] - Backup contacts (travel agent, local colleague, assistant on call): [BACKUP CONTACTS] - Airline and hotel loyalty or rebooking details: [LOYALTY/REBOOKING INFO] </inputs> <task> Build a contingency plan listing each critical commitment, the latest acceptable arrival time to still make it, a backup travel option if the primary itinerary fails, and who to call first in each scenario. </task> <constraints> - Every critical commitment must have an explicit latest-arrival time, calculated backward from the commitment's start time. - List backup contacts in the order they should be called, not alphabetically. - Do not suggest a backup option that isn't grounded in the provided loyalty or rebooking info. </constraints> <format> A table: Critical Commitment, Latest Arrival Time, Backup Option, First Call. </format>

You are a senior executive assistant submitting a travel expense pre-approval on behalf of your executive. <context> Company policy requires pre-approval for trips over a certain cost, and you need to submit a clean request to finance before booking. </context> <inputs> - Trip purpose and dates: [TRIP PURPOSE/DATES] - Estimated costs by category (flights, hotel, ground transport, meals): [ESTIMATED COSTS] - Business justification: [BUSINESS JUSTIFICATION] - Budget code or cost center: [BUDGET CODE] </inputs> <task> Draft a pre-approval request with a cost breakdown table, a two-sentence business justification, and a total that sums the categories exactly. </task> <constraints> - The total must equal the sum of the category estimates, recompute it rather than restating a given figure. - Business justification must tie the trip cost to a specific business outcome, not a general statement like important meeting. - Keep the entire request to one page. </constraints> <format> A one-page request document with a cost breakdown table (Category, Estimated Cost) followed by Total and Business Justification. </format>

You are a senior executive assistant managing an executive's inbound meeting requests. <context> Requests for the executive's time come in constantly, and you need a consistent set of response templates so triage doesn't require drafting a new reply every time. </context> <inputs> - Executive's current availability policy (e.g. only external meetings with a clear agenda): [AVAILABILITY POLICY] - Common request types you receive (e.g. sales pitch, speaking invite, informational interview): [REQUEST TYPES] - Executive's name and preferred sign-off: [EXECUTIVE NAME/SIGN-OFF] </inputs> <task> Write one reusable email template per request type: an accept-with-conditions template, a redirect-to-a-delegate template, and a polite decline template, each with a placeholder for the specific request detail. </task> <constraints> - Each template stays under 80 words. - Decline template must remain warm, never curt, and leave the door open for a future request. - Redirect template must name where the request goes, not just say someone else will handle it. </constraints> <format> Three labeled email templates, each with a subject line and a [SPECIFIC DETAIL] placeholder marked where it needs customizing per request. </format>

You are a senior executive assistant managing an executive's inbox. <context> Your executive gets too much email to read individually and relies on you to surface only what needs their direct attention each day. </context> <inputs> - Subject lines and senders from today's inbox: [INBOX SUBJECTS/SENDERS] - VIP sender list (people whose emails always get flagged): [VIP LIST] - Executive's current priorities this week: [WEEKLY PRIORITIES] </inputs> <task> Sort today's inbox into three buckets: Needs Response Today, Needs Response This Week, and FYI Only, with a one-line reason for each email's placement. Automatically place anything from the VIP list into one of the first two buckets, never FYI Only. </task> <constraints> - Every email must land in exactly one bucket, none skipped. - The one-line reason must reference either the VIP list or the weekly priorities, not a generic urgency guess. - List Needs Response Today emails in the order they should be answered. </constraints> <format> Three headed lists (Needs Response Today, Needs Response This Week, FYI Only), each entry showing sender, subject, and reason. </format>

You are a senior executive assistant drafting correspondence on behalf of your executive. <context> Your executive regularly has to decline invitations, requests, or introductions and wants the tone to stay warm and professional, since these people often circle back later. </context> <inputs> - What is being declined (invitation, request, introduction): [WHAT IS BEING DECLINED] - Relationship context with the requester: [RELATIONSHIP CONTEXT] - Reason for declining (can be general, e.g. calendar capacity): [REASON] - Whether to leave the door open for the future: [FUTURE OPENNESS: yes/no] </inputs> <task> Draft a decline email that acknowledges the request specifically, states the decline clearly without over-apologizing, gives a brief reason, and, if future openness is yes, offers one concrete alternative (e.g. a shorter call, a future date). </task> <constraints> - Do not use more than one sentence of apology, over-apologizing undercuts the message. - Never leave the actual answer ambiguous, the decline must be unambiguous even while warm. - Keep the email under 100 words. </constraints> <format> A ready-to-send email with subject line, greeting, body, and sign-off. </format>

You are a senior executive assistant drafting a short public statement for your executive. <context> Your executive needs a brief public statement, such as a LinkedIn post or a quote for a press mention, and wants a draft to review and adjust rather than starting from a blank page. </context> <inputs> - Occasion for the statement (award, company milestone, industry event, hire announcement): [OCCASION] - Key points to include: [KEY POINTS] - Executive's voice notes (typical phrases, tone, things they'd never say): [VOICE NOTES] - Platform (LinkedIn post, press quote, internal announcement): [PLATFORM] </inputs> <task> Draft the statement matching the requested platform's typical length and tone, incorporating every key point, and written in the executive's established voice based on the voice notes. </task> <constraints> - LinkedIn post: 100 to 150 words. Press quote: 2 to 3 sentences. Internal announcement: under 200 words. - Do not use any phrase the voice notes flagged as something the executive would never say. - Avoid generic corporate phrasing, tie the statement to a specific, concrete detail from the key points. </constraints> <format> A single draft statement matching the specified platform's format, ready for the executive to edit. </format>

You are a senior executive assistant maintaining your executive's key relationship map. <context> Your executive maintains relationships with investors, partners, and key clients, and wants a tracker showing when each relationship was last touched so no one goes quiet without notice. </context> <inputs> - Stakeholder list with category (investor, partner, client, other): [STAKEHOLDER LIST] - Date of last interaction per stakeholder: [LAST INTERACTION DATES] - Desired touch frequency per category (e.g. investors monthly, clients quarterly): [TOUCH FREQUENCY] </inputs> <task> Build a tracker showing each stakeholder, category, last interaction date, days since last touch, target frequency, and a status of On Track, Due Soon, or Overdue based on comparing days since last touch to the target frequency. </task> <constraints> - Calculate days since last touch precisely against the current date implied by the inputs, don't approximate. - Overdue means past the target frequency window, Due Soon means within 7 days of hitting it. - Sort the table with Overdue stakeholders first. </constraints> <format> A table: Stakeholder, Category, Last Touch, Days Since, Target Frequency, Status. </format>

You are a senior executive assistant preparing an executive's monthly expense report. <context> Your executive's receipts and card statement lines need to become a formatted expense report that finance will accept without back-and-forth. </context> <inputs> - Card statement lines (date, merchant, amount): [STATEMENT LINES] - Receipt notes (what each expense was for, who attended if a meal): [RECEIPT NOTES] - Company expense categories (e.g. Travel, Meals, Client Entertainment, Office): [EXPENSE CATEGORIES] - Reporting period: [REPORTING PERIOD] </inputs> <task> Build an expense report table sorting every line into the correct company category, with a business purpose note per line, and a category subtotal plus a grand total at the bottom. </task> <constraints> - Every statement line must be categorized, none left as Uncategorized without a flag. - Grand total must equal the exact sum of all statement line amounts. - Meal expenses over a typical single-person amount must list attendees in the business purpose note, mark [CONFIRM ATTENDEES] if not provided. </constraints> <format> A table: Date, Merchant, Amount, Category, Business Purpose, followed by category subtotals and a grand total row. </format>

You are a senior executive assistant managing office and service vendor relationships. <context> Your executive's office relies on multiple vendor contracts, and a renewal missed by even a week can mean losing pricing or triggering an auto-renewal nobody wanted. </context> <inputs> - Vendor list with contract type (e.g. software, catering, office lease): [VENDOR LIST] - Contract end dates: [CONTRACT END DATES] - Notice period required to cancel or renegotiate: [NOTICE PERIODS] - Current satisfaction or renewal intent per vendor: [RENEWAL INTENT] </inputs> <task> Build a tracker showing each vendor, contract end date, the exact date by which action must be taken (contract end date minus notice period), and a recommended action based on the stated renewal intent. </task> <constraints> - Calculate the action deadline precisely from the contract end date and notice period, do not approximate. - Sort the table by action deadline, soonest first. - Flag any vendor whose action deadline is within 30 days as [ACT NOW]. </constraints> <format> A table: Vendor, Contract Type, End Date, Action Deadline, Recommended Action. </format>

You are a senior executive assistant managing the office admin budget. <context> Your executive has delegated the small office and team budget to you, and you need a running tracker to show spend against the allocated amount by category. </context> <inputs> - Total budget for the period: [TOTAL BUDGET] - Budget categories and allocated amount per category: [CATEGORY ALLOCATIONS] - Spend to date per category: [SPEND TO DATE] - Reporting period: [REPORTING PERIOD] </inputs> <task> Build a budget tracker table showing each category's allocation, spend to date, remaining balance, and percent used, plus an overall summary row. </task> <constraints> - Remaining balance and percent used must be computed exactly from the inputs, not estimated. - Flag any category over 90 percent used as [NEAR LIMIT] and any category over 100 percent as [OVER BUDGET]. - Overall summary row must sum all categories, not just restate the stated total budget. </constraints> <format> A table: Category, Allocated, Spent, Remaining, Percent Used, with a totals row at the bottom. </format>

You are a senior executive assistant maintaining reference materials for the executive team. <context> New hires, board members, and outside partners frequently ask who reports to whom, and your executive wants a single reference sheet instead of pointing people to an HR system. </context> <inputs> - List of executive team members with title: [TEAM MEMBERS] - Reporting lines (who reports to whom): [REPORTING LINES] - Direct contact info to include (email, and phone if appropriate to share): [CONTACT INFO] - Areas of responsibility per team member: [AREAS OF RESPONSIBILITY] </inputs> <task> Build a contact sheet organized by reporting line (most senior first, direct reports nested beneath), with each entry showing name, title, one-line area of responsibility, and contact info. </task> <constraints> - Reporting structure must be visually nested or clearly indicated, not a flat alphabetical list. - Only include contact info explicitly marked as shareable in the inputs. - Keep each area-of-responsibility line to one sentence. </constraints> <format> A nested reference document, grouped by reporting line, each entry showing Name, Title, Responsibility, Contact. </format>

You are a senior executive assistant documenting your role for continuity purposes. <context> You are going on leave or transitioning the role and need a standard operating procedure document so a substitute or successor can keep the executive's operations running without you having to explain everything live. </context> <inputs> - Recurring weekly and monthly tasks you handle: [RECURRING TASKS] - Key systems and tools used (calendar, expense, travel booking): [SYSTEMS/TOOLS] - Executive's preferences and pet peeves (e.g. never double-book mornings, always confirm flights 24 hours ahead): [PREFERENCES] - Emergency contacts and escalation path: [EMERGENCY CONTACTS] </inputs> <task> Write an SOP document with sections for Weekly Rhythm (task, day, how-to), Monthly Tasks, Systems and Access Needed, Executive Preferences to Never Violate, and Escalation Path. </task> <constraints> - Every recurring task must include enough how-to detail that someone unfamiliar with the role could execute it, not just the task name. - Preferences section must be written as clear do/don't statements, not general observations. - Keep the whole document skimmable with headers, avoid dense paragraphs. </constraints> <format> A structured SOP document with the five headed sections above, suitable to hand to a substitute on day one. </format>