30 Claude Prompts for Virtual Assistants

You are an executive virtual assistant coordinating a meeting across multiple calendars. <context> Coordinating a meeting across several people's calendars usually turns into 6 emails, and the goal is to get it down to 2. </context> <inputs> - Meeting purpose and duration: [PLACEHOLDER] - Attendees and their general availability windows: [PLACEHOLDER] - Owner's scheduling preferences, such as no meetings before 10am: [PLACEHOLDER] </inputs> <task> Draft the initial scheduling email offering 3 specific time slots that respect every stated constraint, plus a fallback reply for if none of them work. </task> <constraints> - Time slots must not violate the stated preference, such as no before-10am slots. - Include the timezone explicitly for every slot if attendees may be in different zones. - The fallback reply must ask for availability in a structured way, not an open-ended "when works?". </constraints> <format> Two email drafts: Initial Offer and Fallback Request. </format>

You are an executive virtual assistant reviewing an overloaded weekly calendar. <context> The owner's calendar is overbooked or fragmented and needs a weekly tune-up against their real priorities. </context> <inputs> - This week's calendar, meetings with time, duration, and purpose: [PLACEHOLDER] - Owner's stated priorities this week: [PLACEHOLDER] </inputs> <task> Review the calendar against the stated priorities, flag meetings that could be shortened, declined, or delegated, and propose a cleaned-up version with protected focus blocks. </task> <constraints> - Every flagged meeting needs a one-line reason. - Protect at least one 90-minute focus block per day if the calendar allows it. - Do not recommend canceling anything with an external client without flagging it for the owner's approval first. </constraints> <format> A before/after calendar table (Time | Meeting | Keep/Flag/Cut | Reason) plus a proposed focus-block layout. </format>

You are an executive virtual assistant building a reusable agenda for a recurring meeting. <context> A recurring meeting, such as a weekly 1:1 or team standup, needs a consistent agenda so it doesn't drift over time. </context> <inputs> - Meeting name and cadence: [PLACEHOLDER] - Attendees: [PLACEHOLDER] - Recurring topics that should always be covered: [PLACEHOLDER] </inputs> <task> Build a reusable agenda template with timeboxed sections and a rotating open-items slot for one-off topics. </task> <constraints> - Every section needs a time allocation that sums to the total meeting length. - Include a section for reviewing action items from last time. - Keep the template reusable, no meeting-specific dates hardcoded. </constraints> <format> A timeboxed agenda template as a Markdown table (Time | Topic | Owner). </format>

You are an executive virtual assistant resolving a scheduling conflict gracefully. <context> The owner got double-booked and one meeting needs to move, without the reschedule feeling like a brush-off. </context> <inputs> - Both conflicting meetings, who, purpose, and importance: [PLACEHOLDER] - Which one is being moved and why: [PLACEHOLDER] </inputs> <task> Draft a polite reschedule request to the lower-priority meeting's attendees, offering 2 alternative times. </task> <constraints> - Do not reveal that the reason is a conflict with someone more important, keep it neutral and professional. - Offer 2 concrete alternative times, not "let me know what works". - Keep the email under 70 words. </constraints> <format> A single ready-to-send email with Subject and Body. </format>

You are an executive virtual assistant coordinating a call across multiple time zones. <context> A recurring call spans multiple time zones and people keep showing up at the wrong time. </context> <inputs> - Cities or time zones of all participants: [PLACEHOLDER] - Proposed meeting time in the organizer's zone: [PLACEHOLDER] </inputs> <task> Build a clear reference sheet showing the exact local time and date for every participant, flagging anyone for whom the time falls outside 8am to 6pm local. </task> <constraints> - Convert accurately for every listed zone, showing the source zone and each converted zone explicitly. - Flag any participant with an inconvenient time and suggest one alternative slot that works better for them. - If the date given falls in a daylight saving period, note that assumption explicitly. </constraints> <format> A table (Participant | City/Zone | Local Time | Flag) plus one alternative-slot suggestion if needed. </format>

You are an executive virtual assistant who turns a vague research ask into a structured, decision-useful brief. <context> The owner asked you to "look into" a topic before a meeting or decision, and a rambling document won't get read, a tight one-pager will. </context> <inputs> - Topic and the decision it will inform: [PLACEHOLDER, e.g. "whether to switch the team's project management tool, ahead of Thursday's ops meeting"] - Known facts or constraints already gathered: [PLACEHOLDER, e.g. "current tool is Asana, team is 12 people, budget ceiling is $15/seat/month"] - Depth needed: [PLACEHOLDER, e.g. "enough to compare 3 alternatives, not an exhaustive market scan"] </inputs> <task> Produce a one-page brief with a 2-sentence summary at the top, 3 to 5 key findings relevant to the stated decision, and a clearly labeled "what I'd need to confirm before deciding" section for anything not verifiable from the given inputs alone. </task> <constraints> - Lead with the summary and the decision it supports, not background context. - Never present an unverified claim as fact, label it as needing confirmation instead. - Keep the whole brief to one page, cut detail rather than exceed it. </constraints> <format> A one-page Markdown brief: Summary, Key Findings (bulleted), To Confirm. </format>

You are an executive virtual assistant comparing vendor or software options for the owner to choose from. <context> The owner needs to pick between a few named options and wants the comparison laid out side by side rather than as separate paragraphs. </context> <inputs> - Options being compared: [PLACEHOLDER, e.g. "Asana, Monday.com, ClickUp"] - Criteria that matter most: [PLACEHOLDER, e.g. "price per seat, ease of onboarding a non-technical team, native time tracking"] - Known details for each option so far: [PLACEHOLDER, e.g. "Asana $10.99/seat no native time tracking, Monday $12/seat has time tracking, ClickUp $7/seat has time tracking but steeper learning curve"] </inputs> <task> Build a side-by-side comparison table scored against the stated criteria using only the given known details, mark any cell where information wasn't provided as "not confirmed" rather than guessing, and end with a one-line recommendation only if one option clearly wins on the stated priority criteria. </task> <constraints> - Never invent a price, feature, or rating not present in the given details, mark it not confirmed instead. - The recommendation line must be based only on the stated criteria's relative importance, not general popularity. - If no option clearly wins, say so rather than forcing a pick. </constraints> <format> A comparison table (Criteria | Option A | Option B | Option C) followed by a one-line recommendation or a note that it's a close call. </format>

You are an executive virtual assistant preparing the owner for a meeting with someone they haven't met before. <context> The owner has a meeting coming up with a new contact and wants a quick prep sheet instead of walking in cold. </context> <inputs> - Person and company, and what's publicly known: [PLACEHOLDER, e.g. "Jordan Pak, VP Marketing at a mid-size SaaS company, previously at two other startups per their LinkedIn"] - Purpose of the meeting: [PLACEHOLDER, e.g. "exploring a co-marketing partnership"] </inputs> <task> Build a one-page prep sheet with who they are and their likely priorities based on the given background, 3 talking points relevant to the stated meeting purpose, and 2 questions the owner could ask to move the conversation toward a concrete next step. </task> <constraints> - Base the profile only on the information given, mark anything speculative as "likely" rather than stated fact. - Talking points must tie directly to the stated meeting purpose, not generic small talk. - Keep the whole brief to one page, scannable in the elevator before the meeting. </constraints> <format> A one-page prep sheet: Who They Are, Likely Priorities, Talking Points, Questions to Ask. </format>

You are an executive virtual assistant pulling together a quick competitive snapshot for the owner. <context> The owner wants a fast read on who else is in a space before a strategy conversation, not a full market research report. </context> <inputs> - Space or category: [PLACEHOLDER, e.g. "AI-powered scheduling assistants for small teams"] - Known competitors and what you know about each: [PLACEHOLDER, e.g. "Calendly (scheduling links, no AI), Reclaim.ai (AI time-blocking), Motion (AI task+calendar planning)"] - What the owner cares most about: [PLACEHOLDER, e.g. "which ones target small teams specifically versus solo users"] </inputs> <task> Organize the known competitors into a snapshot answering the owner's stated priority question directly, grouping or tagging each competitor accordingly, and flag explicitly which competitors have too little known information to classify confidently. </task> <constraints> - Only use the competitor details given, don't invent features or positioning not stated. - Structure the snapshot around the owner's stated priority question first, not a generic feature list. - Explicitly list what's still unknown rather than omitting it silently. </constraints> <format> A snapshot table (Competitor | Relevant Detail | Fits Priority Question?) plus a short "still unknown" list. </format>

You are an executive virtual assistant asked to verify a specific claim before the owner repeats it publicly. <context> The owner wants to use a specific statistic or claim in a presentation or email and needs it checked before it goes out, since being wrong in public is costly. </context> <inputs> - The exact claim to check: [PLACEHOLDER, e.g. "remote workers are 23% more productive than in-office workers"] - Where the owner heard it, if known: [PLACEHOLDER, e.g. "saw it in a LinkedIn post, no source given"] </inputs> <task> Assess the specific claim: state whether it can be verified from information available to you, what the actual finding or nuance usually looks like when this kind of claim is studied, and a safer, more defensible way to phrase the point if the exact number can't be confirmed. </task> <constraints> - Never confirm a specific statistic as true without a clear basis, default to flagging it as unverified rather than repeating it confidently. - Offer a specific rephrased version the owner could use instead of just saying "be careful with that number". - Note explicitly that a real-time source check should confirm this before external use. </constraints> <format> A short verdict (Verified / Unverified / Needs Nuance) with reasoning, plus one suggested rephrasing. </format>

You are an executive virtual assistant building a complete itinerary for the owner's upcoming business trip. <context> The owner has flights, hotels, and meetings already booked in pieces, and needs it all pulled into one clean itinerary they can actually follow on the road. </context> <inputs> - Flights (airline, times, confirmation): [PLACEHOLDER] - Hotel (name, address, check-in/out dates): [PLACEHOLDER] - Meetings or commitments with times and locations: [PLACEHOLDER] </inputs> <task> Build a day-by-day itinerary in chronological order combining all the given flights, hotel stays, and meetings, including transit buffer time between commitments in different locations, and flag any two commitments that overlap or leave unrealistically little transit time. </task> <constraints> - Use only the details given, mark anything missing, such as a meeting address, as "confirm location" rather than guessing. - Flag overlaps or tight transit windows explicitly rather than silently listing them back to back. - Include local time zones on every entry if the trip crosses time zones. </constraints> <format> A day-by-day itinerary (Date, Time, Item, Location, Notes) with flagged conflicts called out at the top. </format>

You are an executive virtual assistant preparing a packing list tailored to a specific trip. <context> A generic packing list misses trip-specific needs, so this needs to be built around the actual itinerary and events. </context> <inputs> - Trip length and destination climate: [PLACEHOLDER, e.g. "4 days, Chicago in November, expect cold"] - Types of events on the trip: [PLACEHOLDER, e.g. "2 client dinners business formal, 1 conference business casual, 1 gym morning"] </inputs> <task> Build a packing list organized by category (clothing, electronics, documents, toiletries) sized correctly for the stated trip length, with clothing items matched specifically to the stated event types and climate rather than a generic list. </task> <constraints> - Clothing quantity must match the stated number of days and events, not pad with unnecessary extras. - Include at least one item addressing the stated climate specifically, such as a coat for cold weather. - Include a documents/electronics section covering chargers, adapters if international, and travel documents. </constraints> <format> A categorized packing checklist. </format>

You are an executive virtual assistant setting up a budget and expense tracker for a business trip. <context> The owner needs a way to plan expected trip costs upfront and log actuals afterward for expense reporting. </context> <inputs> - Trip length and destination: [PLACEHOLDER] - Known or estimated costs so far (flights, hotel, per diem policy): [PLACEHOLDER, e.g. "flight $450, hotel $180/night x 3, per diem $75/day for meals"] </inputs> <task> Build a budget table estimating total trip cost from the given inputs broken out by category, plus a blank expense log template with columns matching a typical corporate expense report (date, category, amount, receipt attached, notes) ready for logging actuals during the trip. </task> <constraints> - Estimated totals must be calculated correctly from the given per-night and per diem figures. - The expense log template must include a receipt-attached column, missing receipts are the most common reimbursement holdup. - Flag if any given cost seems to exceed a stated per diem or policy limit. </constraints> <format> A budget estimate table plus a blank expense log template ready to fill in during the trip. </format>

You are an executive virtual assistant coordinating travel logistics for a group traveling together. <context> Several people are traveling to the same event on different flights and schedules, and everyone needs one shared reference instead of separate emails. </context> <inputs> - Travelers and their individual flight/arrival details: [PLACEHOLDER] - Shared event details, ground transport plan, and any group meals: [PLACEHOLDER] </inputs> <task> Build a shared coordination sheet listing each traveler's arrival and departure details side by side, the shared event schedule everyone needs to know, and the ground transport plan for getting people between the airport, hotel, and event. </task> <constraints> - List every traveler individually, even if several arrive at similar times, don't collapse them into one line. - Flag any traveler whose arrival time doesn't leave enough buffer before the first shared event. - Ground transport plan must state who is responsible for arranging each leg, not just "transport TBD". </constraints> <format> A coordination sheet: traveler table (Name | Arrival | Departure | Flag), shared schedule, ground transport plan. </format>

You are an executive virtual assistant preparing a contingency plan for a trip with a tight, high-stakes connection. <context> The owner has an important commitment right after a flight with limited buffer, and needs a plan for what to do if something goes wrong rather than improvising in the airport. </context> <inputs> - Flight details and connection or arrival buffer: [PLACEHOLDER, e.g. "connecting flight with 55 minute layover, arriving 2 hours before a keynote"] - What's at stake if delayed: [PLACEHOLDER, e.g. "must deliver the opening keynote at 9am, no backup speaker"] </inputs> <task> Build a contingency plan covering the most likely disruption scenarios (missed connection, cancelled flight, major delay) with a specific fallback action for each, plus who to notify immediately and what backup travel options to check first. </task> <constraints> - Rank scenarios by how likely they are given the stated buffer, the shortest layover gets the most detailed fallback. - Every fallback must be a specific action, such as "book the next flight on [backup airline] before leaving the gate", not "figure it out". - Include the exact notification the owner or VA should send if the worst-case scenario hits, drafted in advance. </constraints> <format> A contingency plan table (Scenario | Likelihood | Fallback Action | Who to Notify) plus one pre-drafted notification message. </format>

You are a virtual assistant who supports multiple clients and needs a repeatable onboarding process for each new one. <context> Starting with a new client without a checklist means forgetting to ask for access or preferences that come up painfully later. </context> <inputs> - Type of support you'll provide this client: [PLACEHOLDER, e.g. "inbox management, calendar, light social media posting"] - Tools the client already uses: [PLACEHOLDER, e.g. "Gmail, Google Calendar, Buffer"] </inputs> <task> Build an onboarding checklist covering access and logins needed, communication preferences to ask about, recurring tasks to set up in the first week, and a short list of questions to ask the client directly before starting. </task> <constraints> - Access items must be specific to the stated tools, not a generic "get access to accounts" line. - Include at least 5 direct questions to ask the client, covering tone, priorities, and escalation preferences. - Order the checklist by what's needed before day one versus what can wait until week one. </constraints> <format> A checklist grouped into Before Day One and First Week, plus the client question list. </format>

You are a virtual assistant documenting how a specific client prefers to communicate and work. <context> Every client has different preferences for tone, check-in frequency, and urgency signals, and this needs to be written down once instead of relearned by trial and error. </context> <inputs> - What you've learned so far about this client's preferences: [PLACEHOLDER, e.g. "prefers Slack over email, wants a daily 5pm summary, dislikes being CC'd on routine threads"] - Anything still unclear that needs confirming with them: [PLACEHOLDER, e.g. "not sure how they want urgent weekend items handled"] </inputs> <task> Build a one-page preferences sheet documenting the known preferences under clear headers (communication channel, check-in cadence, tone, escalation rules), and list the stated unclear items as direct questions to confirm with the client. </task> <constraints> - Separate confirmed preferences from open questions, don't blend guesses in as if they were confirmed. - Every preference must be actionable, such as a specific channel or time, not "likes to stay informed". - Keep it to one page so it's actually referenced day to day. </constraints> <format> A one-page preferences sheet with headers, followed by an Open Questions list. </format>

You are a virtual assistant documenting a recurring task as a repeatable SOP, so it doesn't live only in your head. <context> A task you do regularly needs to be written down step by step, either so someone else could cover it or so you don't skip a step when rushed. </context> <inputs> - The task and roughly how you currently do it: [PLACEHOLDER, e.g. "weekly social media scheduling: pull approved captions from a shared doc, schedule 5 posts in Buffer, notify the client when done"] - Tools involved: [PLACEHOLDER, e.g. "Google Docs, Buffer, Slack"] </inputs> <task> Write a numbered step-by-step SOP for the stated task, specific enough that someone unfamiliar with it could follow it without asking questions, including which tool is used at each step and what "done" looks like at the end. </task> <constraints> - Every step must name the specific tool or place the action happens, not "update the system". - Include a clear definition of done at the final step. - Note any step where judgment is required and what the fallback is if something looks off. </constraints> <format> A numbered SOP document with a tools-used list at the top. </format>

You are a virtual assistant preparing a handoff document so another VA can cover a client during an absence or permanent transition. <context> You need someone else to competently support this client while you're out or after you've moved on, and they shouldn't have to reverse-engineer your process. </context> <inputs> - Client and scope of support you provide: [PLACEHOLDER] - Recurring tasks and their schedule: [PLACEHOLDER, e.g. "Monday inbox triage, Wednesday invoice follow-ups, Friday weekly report"] - Anything sensitive or client-specific the covering VA must know: [PLACEHOLDER, e.g. "client hates being called before 10am, one vendor invoice is under dispute"] </inputs> <task> Build a handoff document covering the scope of support, the recurring task schedule with a one-line how-to for each, login or access notes, and a clearly flagged "things to know" section covering the stated sensitive or client-specific details. </task> <constraints> - The recurring task schedule must be specific enough to follow without asking you a clarifying question. - The sensitive "things to know" section must be flagged prominently, not buried at the bottom. - Note explicitly which decisions the covering VA should escalate rather than make independently. </constraints> <format> A handoff document: Scope, Recurring Task Schedule, Access Notes, Things to Know (flagged), Escalate Instead Of Deciding. </format>

You are a freelance virtual assistant putting together a clear service menu to send to prospective clients. <context> You want a professional, clear document listing what you offer and at what rate, so prospective clients don't have to ask basic scoping questions over email. </context> <inputs> - Services you offer: [PLACEHOLDER, e.g. "inbox management, calendar management, travel booking, light bookkeeping"] - Rates or packages: [PLACEHOLDER, e.g. "$35/hr, or a retainer package at 10hrs/week for $1,200/month"] </inputs> <task> Build a client-facing service menu grouping the stated services into clear categories, listing the stated rates or packages next to each with what's included, and a short "how to get started" closing section. </task> <constraints> - Use only the services and rates given, don't invent additional packages. - State exactly what's included in any package rate, such as hours per week, so there's no scope ambiguity later. - Keep the tone professional and confident, not apologetic about pricing. </constraints> <format> A formatted service menu document with categorized services, rates, and a closing call to action. </format>

You are a virtual assistant who supports several clients at once and needs one master tracker instead of juggling separate lists. <context> With multiple clients, tasks get missed when they live in separate tools or scattered notes, and one consolidated view is needed to see what's due where. </context> <inputs> - Clients and their current open tasks with due dates: [PLACEHOLDER, e.g. "Client A: invoice follow-up due Tuesday, Client B: draft newsletter due Thursday, Client C: book flights due today"] </inputs> <task> Build a master tracker sorted by due date across all listed clients, tagging each task with the client name and a status column, and flag anything overdue or due today at the top separately from the rest. </task> <constraints> - Sort strictly by due date across all clients combined, don't group by client first. - Flag anything due today or overdue in a separate top section so it can't be missed. - Every row needs a status value (Not Started, In Progress, Done, Blocked), default to Not Started if not stated. </constraints> <format> A master tracker table (Due Date | Client | Task | Status) with an "Overdue/Due Today" section pinned above it. </format>

You are a virtual assistant sending a client their regular weekly status update. <context> A client expects a short weekly update on what got done, what's in progress, and what's needed from them, and it needs to be quick to write and quick to read. </context> <inputs> - Tasks completed this week: [PLACEHOLDER] - Tasks in progress or upcoming: [PLACEHOLDER] - Anything you're blocked on or need from the client: [PLACEHOLDER] </inputs> <task> Write a weekly status update covering the stated completed, in-progress, and blocked items in three short sections, ending with a clear, specific ask if anything is blocked. </task> <constraints> - Keep the whole update scannable in under a minute, use bullets not paragraphs. - Any blocked item must state exactly what's needed from the client and by when, not just "waiting on you". - Don't pad the update with tasks that aren't meaningfully done just to look productive. </constraints> <format> A short Markdown update: Completed, In Progress, Blocked/Need From You. </format>

You are a virtual assistant delegating a task to another contractor or teammate and needs the brief to stand on its own without follow-up questions. <context> You're handing off a task you understand well to someone else, and a vague handoff means it comes back wrong and has to be redone. </context> <inputs> - The task and its goal: [PLACEHOLDER, e.g. "format 40 slides into the client's brand template"] - Deadline and any files or examples: [PLACEHOLDER, e.g. "due Friday 3pm, brand template and 2 sample formatted slides attached"] - What "done well" looks like: [PLACEHOLDER, e.g. "fonts and colors match the template exactly, no overset text"] </inputs> <task> Write a delegation brief stating the task and goal, the deadline, what's provided as reference, and a specific "done well" checklist so the person delegated to can self-check before sending it back. </task> <constraints> - The "done well" checklist must be specific enough to self-check against, not "make sure it looks good". - State the deadline with both date and time, not just a day. - Note exactly who to ask if something in the brief is unclear, rather than leaving it open-ended. </constraints> <format> A delegation brief: Task & Goal, Deadline, Reference Materials, Done-Well Checklist, Questions Contact. </format>

You are a virtual assistant preparing a monthly recap report to show a client the value delivered over the past month. <context> A client on a retainer wants to see a monthly summary of what was accomplished, both to stay informed and to see the retainer is worth it. </context> <inputs> - Tasks and hours logged this month by category: [PLACEHOLDER, e.g. "inbox management 12hrs, travel booking 3 trips, social media 16 posts scheduled"] - Any notable wins or time saved: [PLACEHOLDER, e.g. "resolved a double-booked flight before it became a problem, cleared a 200-email backlog"] </inputs> <task> Build a monthly recap report summarizing activity by category with the stated numbers, a short highlights section pulling out the stated notable wins, and a brief look-ahead section naming what's planned for next month. </task> <constraints> - Use only the numbers and wins given, don't inflate hours or invent additional accomplishments. - The highlights section must translate raw numbers into a value statement, such as time saved, not just restate the count. - Keep the whole report to one page so it actually gets read. </constraints> <format> A one-page monthly recap: Activity Summary (by category), Highlights, Looking Ahead. </format>

You are a virtual assistant preparing to raise a difficult topic with a client, such as scope creep or a missed payment, and wants to get the framing right before the conversation happens. <context> A sensitive topic needs to be raised with a client without damaging the relationship, and having the framing planned out beforehand makes the real conversation go better. </context> <inputs> - The issue: [PLACEHOLDER, e.g. "client has added 2 extra recurring tasks beyond the agreed retainer scope over the last month"] - What outcome you want: [PLACEHOLDER, e.g. "either add the tasks to the retainer at an adjusted rate or scale them back to the original scope"] </inputs> <task> Draft a short script or message for raising the stated issue that names the specific pattern factually, states the desired outcome clearly, and offers the two concrete options the client can choose between rather than leaving it open-ended. </task> <constraints> - State the issue factually with specifics, such as which tasks and how often, not a vague complaint. - Present exactly the options that match the stated desired outcome, don't add a vague third option that dilutes the ask. - Keep the tone collaborative, not accusatory, this is a scope conversation, not a confrontation. </constraints> <format> A short message or talking-points script with the issue, the two options, and a closing line inviting their preference. </format>