Create a practical prompt pack for an executive assistant supporting the leader and team described below. Each prompt must preserve confidentiality, distinguish drafts from approved commitments, and never invent meeting facts, travel availability, costs, names, or decisions. [EXECUTIVE AND TEAM CONTEXT] [RECURRING RESPONSIBILITIES] [TOOLS AND INFORMATION SOURCES] [COMMUNICATION AND APPROVAL RULES]
[CURRENT PAIN POINTS]
Produce 8 copy-and-paste prompts, each 90–140 words, for: daily priority brief, meeting brief, meeting agenda, action-item follow-up, inbox triage, calendar conflict resolution, travel-options comparison, and stakeholder update draft.
For every prompt, include the exact inputs an assistant should paste, a clear output format, and a guardrail. Make the output operational: a meeting brief should include objective, attendees and roles, relationship context, decisions requested, open questions, and pre-reads; it must not summarize a calendar title as if it were meeting intelligence. An inbox prompt should separate urgent, delegate, wait, and archive; it must flag anything involving money, legal terms, personnel matters, or an external commitment for approval.
After the eight prompts, provide a one-page “operating rules” list covering source-of-truth, date/time-zone notation, confidentiality, owner and due-date assignment, and a final approval checkpoint before external messages or bookings.
Check that every prompt has a distinct job and does not assume access to a tool or private record. Flag tasks that require human judgment or explicit executive approval. Ask up to 3 clarifying questions only if a required input is missing.Fill in
| Placeholder | What to enter | Example |
|---|---|---|
| [EXECUTIVE AND TEAM CONTEXT] | Describe the executive’s role, priorities, direct reports, key stakeholders, and working preferences. | VP of Operations at a 180-person logistics company; manages six directors; prefers one-page briefs, direct language, and no meetings before 8:30 am ET. |
| [RECURRING RESPONSIBILITIES] | List the assistant’s regular meeting, inbox, scheduling, travel, and follow-up duties. | Prepare weekly leadership meetings, triage inbox, coordinate customer visits, track action items, and arrange domestic travel. |
| [TOOLS AND INFORMATION SOURCES] | List approved calendars, email, CRM, project tools, travel policies, and document locations. | Outlook calendar, Microsoft 365 email, Asana, HubSpot read-only notes, Concur travel policy, and SharePoint meeting folder. |
| [COMMUNICATION AND APPROVAL RULES] | State tone, confidentiality limits, who can approve commitments, and what must never be sent without approval. | Draft external messages but do not send. Flag contracts, spend above $500, personnel issues, and changes to customer commitments. |
| [CURRENT PAIN POINTS] | Describe the recurring failures, bottlenecks, or time-consuming tasks you want the prompts to address. | Meeting briefs lack decisions needed, action items lose owners, and calendar holds are mistaken for confirmed appointments. |
How to use
- Paste the executive’s actual preferences and approval boundaries, not generic job descriptions.
- Use one generated prompt at a time and supply the source notes it needs for that instance.
- Check drafts for unverified names, dates, commitments, and confidential details before sharing them.
- Follow up with: “Rewrite the meeting-brief prompt for board meetings and add a risks requiring decision section.”
Variations
Meeting brief
Use before a high-stakes meeting when notes are spread across several approved sources.
Create an executive meeting brief from these approved notes. [MEETING DETAILS] [ATTENDEE CONTEXT] [PRIOR NOTES AND MATERIALS] [EXECUTIVE PRIORITIES] Return one page with objective, attendee roles, prior commitments, three decisions or outcomes needed, open questions, risks, and a recommended 60-second opening. Separate verified facts from assumptions. Include a pre-read checklist and questions the executive should ask. Do not infer relationship history from titles or fabricate agendas. Flag any decision involving spend, legal terms, or public commitment for approval. Ask up to 3 questions only if a required source is missing.
Inbox triage
Use to sort a bounded set of emails into a defensible action queue.
Triage these email summaries for an executive assistant. [EMAIL SUMMARIES] [EXECUTIVE PRIORITIES] [DELEGATION RULES] [CURRENT DATE AND TIME ZONE] Return a table with sender, requested action, deadline stated or inferred, category: executive now, delegate, draft reply, wait, or archive, and the reason. Draft only short internal delegation notes; do not send or promise anything externally. Highlight messages involving money, contracts, personnel, sensitive data, or customer commitments as approval required. Do not treat newsletters or calendar invitations as confirmed decisions. Check that every email appears exactly once. Ask up to 3 questions only if routing rules are missing.
Travel comparison
Use when presenting options without booking travel or hiding tradeoffs.
Compare travel options for an executive without booking anything. [TRIP REQUIREMENTS] [TRAVEL POLICY] [AVAILABLE OPTIONS] [EXECUTIVE PREFERENCES] Return a comparison table showing total cost, door-to-door time, connection risk, refundable or changeable terms, arrival buffer, loyalty considerations if supplied, and policy exceptions. Recommend at most two options with a stated tradeoff. Keep times in the destination and home time zones. Do not invent availability, fare rules, or prices, and label quoted information by source and time checked. Flag any exception requiring approval. Ask up to 3 questions only if an essential trip constraint is missing.
Tips
- Treat calendar holds, tentative invitations, and confirmed appointments as separate states in every brief.
- Write action items as owner, verb, deliverable, and due date; “follow up” is not an assignable outcome.
- Use the executive’s preferred time zone for decisions and state the second time zone when travel or remote attendees are involved.
- Keep a visible approval gate for external promises, bookings, money, and personnel matters even when a draft looks routine.
FAQ
Can AI send messages or book travel for an executive assistant?
Only if the organization has explicitly authorized that workflow. This prompt pack is designed for drafting, comparison, and decision support before approval.
What should a good executive meeting brief include?
It should identify the decision or outcome needed, who matters in the room, relevant history, risks, and the questions that move the meeting forward.
How can I use AI with confidential executive information?
Follow your organization’s approved-tool and data-handling policy. Remove unnecessary personal, legal, and sensitive details before pasting content.