AI Prompts for Executive Assistants (EAs)

"Draft a polite but firm email on behalf of my CEO declining a requested 60-minute introductory meeting from a vendor software company. State that the CEO's calendar is currently closed to new vendor evaluations for the rest of the quarter due to strategic priorities. Ask them to send a 1-page PDF overview instead, which I will file for review when our purchasing window opens in Q3. Tone should be professional and protective of the CEO's time."

"Create a highly structured, printable 3-day travel itinerary template for an executive traveling from New York to London to Dubai. Include sections for: Flight Confirmations (with booking refs and terminal info), Ground Transportation (driver contacts), Hotel details, and a daily hour-by-hour schedule including time-zone conversions (EST to GMT to GST). Include a section for "Key Contacts" and "Dinner Reservations" to ensure everything is visible on one page."

"Design a format for a "Daily Top 3" morning briefing document for a CEO. It should take less than 60 seconds to read. Include: 1) Today's most critical meeting and the single goal for it, 2) Three high-priority emails that require the CEO's direct response (with a 1-sentence summary of each), and 3) A quick pulse-check on a major project deadline. The goal is maximum context with minimum words."

"Outline a tight 45-minute agenda for a monthly Company All-Hands meeting (virtual). Allocate specific time blocks for: The CEO's macro vision update (10 mins), a deep dive presentation by a specific department head (15 mins), Shoutouts/Core Values recognition (5 mins), and live Q&A (15 mins). Suggest a strategy for heavily moderating the Q&A to ensure it stays productive and doesn't get derailed by overly specific departmental complaints."

"Create a T-minus 30-day preparation checklist for a quarterly Board of Directors meeting. Detail the milestones for: 1) Finalizing the agenda with the Chairman, 2) Collecting department slides, 3) The CEO's narrative review of the deck, 4) Sending the final pre-read packet to the board members (strictly T-minus 7 days), and 5) Day-of logistics (catering, AV checks, printing NDA materials)."

"Draft an email to a Director of Sales at a luxury resort in Scottsdale, AZ, negotiating a 50-room block for an annual executive offsite. Emphasize that we have a significant F&B (Food and Beverage) budget for private dinners and AV needs. Politely push back on their initial quote, requesting a 15% reduction in the room rate, waived resort fees, and a flexible attrition clause. Indicate we are comparing their property against two others."

"Ghostwrite an end-of-quarter email from the CEO to the entire 200-person engineering org congratulating them on successfully migrating the legacy database with zero downtime. The tone should be highly appreciative, recognizing the weekend hours worked. Call out the VP of Engineering (Sarah) and the lead architect (David) by name. Keep it under 200 words and end on an energetic note looking forward to the next quarter."

"Create a written SOP (Standard Operating Procedure) for how an EA should manage a CEO's inbox. Define categorization rules: "Must Answer Today" (investor emails, legal issues), "EA Can Handle" (scheduling, basic inquiries), "FYI/Read Later" (newsletters, CC'd threads), and "Trash" (cold vendor pitches). Outline the formatting for how the EA should draft suggested responses in the "Drafts" folder for the CEO to quickly approve and send."

"Draft a friendly but firm reminder email to the senior leadership team stating that Q3 expense reports and all corresponding receipts must be submitted in the Concur system by Friday at 5 PM to meet the month-end accounting close deadline. Clearly state that exceptions cannot be made and that corporate cards will be temporarily suspended if receipts are missing for transactions over $75. Tone: helpful but enforcing compliance."

"Create a template for "Action-Oriented Meeting Notes" to be used during executive team meetings. Discard the traditional chronological "he said, she said" format. The template should capture only: 1) Decisions Made (with a brief rationale), 2) Action Items (with a specific owner and concrete deadline), and 3) Topics "Parked" for the next meeting. Explain why this concise format increases accountability."