Create a copy-paste prompt pack for my administrative-assistant work. Base every prompt on the context below, but never invent calendar availability, travel rules, attendees, decisions, or commitments. [ROLE AND PRINCIPALS] [RECURRING RESPONSIBILITIES] [TOOLS AND WORKFLOW RULES] [COMMUNICATION STYLE]
[CURRENT PAIN POINTS]
Build 8 prompts covering the most relevant daily work from this list: calendar coordination, meeting agenda creation, meeting follow-up, inbox triage and draft replies, travel itinerary review, event logistics, stakeholder briefing, task tracking, document cleanup, and weekly executive review. Select only the tasks that fit my responsibilities; do not force all ten.
For each prompt, provide: a clear title; the full copy-paste prompt in first person; 2–5 bracketed inputs; the exact output format; and one operational check. Prompts must handle real administrative details, such as time zones and travel buffers for scheduling, owners and due dates for follow-ups, confirmation numbers and connection times for travel, and approval boundaries for external messages. For drafting messages, require a draft rather than sending, and preserve names, dates, and promises exactly as supplied.
End with a one-page “daily operating prompt” that helps me identify urgent requests, waiting-on items, calendar conflicts, and items needing executive approval.
Before answering, check that every prompt can be used without hidden context and that none asks the AI to make commitments or disclose confidential information. Ask up to 3 clarifying questions only if a required input is missing.Fill in
| Placeholder | What to enter | Example |
|---|---|---|
| [ROLE AND PRINCIPALS] | Describe who you support, their role, and the teams or external stakeholders involved. | Executive assistant to Nina Patel, VP of Sales, supporting her and a 12-person leadership team; frequent customer and board interactions. |
| [RECURRING RESPONSIBILITIES] | List the administrative tasks you perform weekly or daily. | Calendar coordination, leadership meeting agendas, action-item follow-up, domestic travel, customer briefing packets, and weekly priority review. |
| [TOOLS AND WORKFLOW RULES] | Name the calendar, email, task, travel, and document tools plus any approval rules. | Google Calendar, Gmail, Asana, Concur, and Google Docs; external messages require Nina’s approval unless they only confirm an agreed time. |
| [COMMUNICATION STYLE] | Describe the preferred tone, level of formality, and any writing conventions for the people you support. | Warm, concise, professional; use short paragraphs, name the requested action, and avoid promises until approved. |
| [CURRENT PAIN POINTS] | List the repetitive, error-prone, or time-consuming situations the prompt pack should address. | Last-minute time-zone errors, missing meeting decisions, duplicate follow-ups, and travel changes during customer visits. |
How to use
- Replace the example context with the executive’s actual preferences and your approval boundaries.
- Save the three or four prompts you use most in your approved prompt library or text-expander tool.
- For calendar and travel outputs, compare every time, date, airport, and attendee against the source record.
- Follow up with: “Adapt the meeting-follow-up prompt for a weekly leadership meeting where decisions need an owner and due date.”
Variations
Calendar coordination
Use to propose meeting times without creating avoidable scheduling friction.
Draft a calendar-coordination message using [ATTENDEES AND TIME ZONES], [MEETING PURPOSE], [DURATION], [DATE RANGE], and [AVAILABILITY OR CONSTRAINTS]. Identify overlaps in reasonable working hours, include setup and travel buffers from the constraints, and offer two or three specific options in each attendee’s local time. Produce a concise email draft and a separate scheduling note listing conflicts or assumptions. Do not state that a time is confirmed. Check all time-zone conversions before answering; ask up to 3 questions only if required inputs are missing.
Meeting follow-up
Use immediately after a meeting with decisions and assigned work.
Turn [MEETING NOTES], [ATTENDEES], [MEETING DATE], and [RELATED PROJECT CONTEXT] into an accurate follow-up. Separate decisions, action items, open questions, and information-only updates. Each action item needs one owner, one due date if stated, and a clear deliverable; mark missing owners or dates as “to confirm” rather than guessing. Produce a ready-to-send email under 250 words plus an action tracker table. Check that every listed decision is supported by the notes. Ask up to 3 questions only if needed.
Travel review
Use before sending an itinerary for executive approval.
Review this proposed itinerary: [TRAVELER NEEDS], [FLIGHT AND HOTEL DETAILS], [MEETING SCHEDULE], [LOYALTY OR POLICY RULES], and [GROUND-TRANSPORT PLAN]. Identify timing risks, airport-transfer gaps, connection risk, missing confirmation details, and conflicts with meetings. Produce a chronological itinerary, a short risk list, and only the changes needed for approval. Do not invent reservations or policy exceptions. Check all dates, local times, and terminal or airport changes. Ask up to 3 questions only if required information is missing.
Tips
- Treat an unconfirmed appointment as a proposal in every draft; confirmation language can create an accidental commitment.
- For multi-time-zone meetings, show each person’s local time rather than relying on a single converted time.
- Meeting notes become usable only when actions have a named owner, deliverable, and due date or a visible “to confirm” label.
- Keep executive preferences as explicit input, because a useful calendar decision often depends on preferences no model can infer.
FAQ
Can I use these prompts with Copilot, ChatGPT, or Claude?
Yes. Paste the prompt and its inputs into the tool you are allowed to use, then verify against your calendar and source documents.
Should an AI send the email or meeting invitation?
Use it to prepare drafts and proposed details unless your organization has an approved workflow for automated sending and the right approvals.
What information should I avoid pasting?
Follow company policy for confidential customer, personnel, financial, legal, and security information; remove unnecessary sensitive details.