ChatGPT Prompts for Executive Assistants: Handle More, Stress Less
Executive assistants operate at the center of some of the highest- stakes communication and logistics in any organization. These 35 prompts cover the writing-heavy parts of EA work — inbox management, agendas, meeting summaries, travel briefs, ghostwriting, and project reports — so you can handle more with less mental overhead.
The EA role is one of the most communication-intensive jobs that exists. You're constantly drafting emails in someone else's voice, coordinating complex logistics, summarizing meetings, preparing executives for high-stakes conversations, and keeping everything organized at once. ChatGPT doesn't replace your judgment or your understanding of your executive — but it can dramatically reduce the time you spend generating the first draft. Every prompt below uses [BRACKETS] for the details you fill in. Copy, personalize, review, and send.
Section 1: Email Drafting & Inbox Management (Prompts 1–5)
Email is the EA's primary battlefield — and the one where drafting time adds up fastest. These prompts help you write responses in your executive's voice, coordinate scheduling efficiently, triage the inbox into an actionable daily brief, handle sensitive situations diplomatically, and build a reusable template library for the 10 situations you handle every week.
1. Draft an Executive's Email Response
Write a polished email response on behalf of your executive, matching their voice and handling the request efficiently.
You are a senior executive assistant drafting an email response on behalf of an executive. Executive's details: Name: [EXECUTIVE NAME]. Title: [TITLE — e.g. CEO, VP of Sales, Managing Director]. Communication style: [DESCRIBE THEIR VOICE — e.g. brief and direct, warm but professional, formal, concise with no small talk]. Incoming email context: [PASTE OR SUMMARIZE THE EMAIL YOU'RE RESPONDING TO]. Executive's intent/position: [WHAT THEY WANT TO SAY — key points, decisions, or asks]. Draft a response that: captures the executive's voice accurately, handles all key points from the original email, is concise (under 200 words unless the situation requires more), and ends with a clear next step or ask if applicable. Deliver a final email body ready to review and send — not a draft outline. Include a suggested subject line if it's a new thread.2. Write a Scheduling and Coordination Email
Draft clear, efficient scheduling emails that get meetings booked without unnecessary back-and-forth.
Write a scheduling coordination email from an executive assistant on behalf of an executive. Context: [DESCRIBE THE MEETING — who it's with, what it's about, approximate duration]. Available times: [LIST 2–3 OPTIONS WITH DATE/TIME AND TIMEZONE]. Platform or location: [E.G. Zoom, in-person at our office, phone call]. Any special logistics: [E.G. requires dial-in number, executive is traveling, specific prep needed]. Write an email that: is concise and professional, offers the meeting options clearly, includes all logistics the recipient needs to confirm, and has a clear response ask with a deadline if appropriate. Under 150 words. Subject line included. Friendly but efficient tone — get to the point without being abrupt.3. Write an Inbox Triage and Priority Summary
Create a structured daily inbox summary that helps your executive focus their attention on what actually matters.
Create a structured daily inbox triage summary for an executive. Format: a concise briefing document the executive can read in under 3 minutes. Emails to triage: [PASTE EMAIL SUBJECTS, SENDERS, AND ONE-LINE SUMMARIES OF EACH]. Categorize into: (1) Action Required Today — emails that need a decision, response, or action within 24 hours, with a one-line note on what action is needed; (2) For Awareness — important but no immediate action required; (3) Delegate / Handle by EA — items the assistant can handle or route without executive involvement; (4) Archive / Low Priority — informational, newsletters, or non-urgent items. For each Action Required item, include a draft response option or a suggested action in [brackets] to make it faster for the executive to respond. Format as a clean numbered list. End with "Total action items today: X."Section 1 (continued): Email Drafting & Inbox Management
4. Write a Difficult or Sensitive Email on Behalf of an Executive
Draft a professionally crafted message for sensitive situations — declines, delays, boundary-setting, or bad news.
You are helping an executive assistant draft a sensitive email on behalf of an executive. Situation type: [E.G. declining an invitation, communicating a delay or missed commitment, ending a vendor relationship, setting a boundary with a recurring request, delivering disappointing news]. Key facts: [WHAT NEEDS TO BE COMMUNICATED — include the core message and any context]. Executive's relationship with the recipient: [E.G. board member, long-time partner, external client, internal stakeholder, investor]. Write an email that: leads with the main message clearly (no burying the lead), handles the situation with appropriate diplomacy and warmth, maintains the executive's credibility and relationship, and ends constructively — with a next step, a door left open, or a respectful close. Under 250 words. Include subject line. Do not start with "I hope this email finds you well" or any generic opener.5. Create an Email Template Library for Recurring Situations
Build a reusable email template library for the 10 most common situations an EA handles repeatedly.
Create an email template library for an executive assistant. The templates should be for the following recurring situations: (1) Declining a meeting request on behalf of the executive, (2) Rescheduling a confirmed meeting, (3) Confirming a meeting with logistics, (4) Requesting information or documents from an internal stakeholder, (5) Chasing an overdue response from an external contact, (6) Sending a brief executive update to a board member or investor, (7) Acknowledging an email and buying time for a real response, (8) Introducing two people on behalf of the executive, (9) Thanking someone for a gift, gesture, or hospitality on the executive's behalf, (10) A "catch-up" message when the executive has been out of contact. For each template: provide a subject line, a 75–150 word email body with [BRACKETED VARIABLES] for the details to fill in, and a 1-sentence note on when to use it. Organize clearly by number and situation title.Section 2: Meeting Agendas & Follow-Up Summaries (Prompts 6–8)
Every poorly run meeting costs the organization money — and the EA is often the person who makes meetings run better. These prompts help you create focused, time-boxed agendas, convert rough notes into polished post-meeting summaries, and coordinate the full preparation package for board meetings.
6. Write a Meeting Agenda
Create a focused, time-boxed meeting agenda that keeps meetings on track and respects everyone's time.
Create a structured meeting agenda for the following meeting. Meeting title: [E.G. Q3 Strategy Review, Board Update, Team Sync, Client QBR]. Attendees: [LIST ROLES — not necessarily names]. Duration: [E.G. 45 minutes, 1 hour, 90 minutes]. Meeting objectives: [WHAT NEEDS TO BE DECIDED, DISCUSSED, OR UPDATED]. Pre-read materials available: [YES/NO — brief description if yes]. Produce a time-boxed agenda with: (1) Meeting opening and objectives statement (2–3 min), (2) Agenda items — each with a time allocation, the presenter/lead if applicable, and whether it's a discussion/decision/update item, (3) Open questions or parking lot section, (4) Action item capture and next steps (5 min), (5) Close. Under the agenda, include: a brief pre-read note (1–2 sentences summarizing what attendees should come prepared on), and a suggested "pre-work" prompt the executive can send to attendees 24 hours before. Format as a clean, printable document.7. Write a Post-Meeting Summary and Action Items
Turn rough meeting notes into a polished summary that captures decisions, action items, and owners.
You are an executive assistant converting meeting notes into a polished post-meeting summary. Meeting name: [MEETING TITLE]. Date and attendees: [DATE / LIST OF ATTENDEES OR ROLES]. Raw notes: [PASTE YOUR MEETING NOTES — bullet points, fragments, keywords are fine]. Produce a structured meeting summary with: (1) Meeting Purpose (1 sentence), (2) Key Decisions Made — numbered list of decisions reached, each in 1 clear sentence, (3) Discussion Highlights — 3–5 bullet points capturing important points discussed (not every comment — just what matters), (4) Action Items — table or numbered list with: action, owner, due date; (5) Next Steps — what happens next and when the group meets again. Keep the summary to one page or under 400 words. Write in clear, professional language — not raw notes. This summary will be distributed to all meeting attendees.8. Create a Board Meeting Prep Package Outline
Build a comprehensive prep package outline for a board meeting that covers materials, logistics, and attendee communication.
Create a board meeting preparation package outline for an executive assistant coordinating an upcoming board meeting. Meeting details: Date: [DATE]. Duration: [DURATION]. Format: [IN-PERSON / VIRTUAL / HYBRID]. Board size: [NUMBER OF BOARD MEMBERS]. The prep package outline should cover: (1) Pre-Meeting Logistics Checklist — room/tech setup, dial-in details, catering (if applicable), board portal or document distribution, (2) Materials to Prepare — list each document needed (e.g. board deck, financial report, committee updates, resolutions to approve) with owner and deadline, (3) Attendee Communication Timeline — what to send to board members and when (confirm attendance, send pre-read materials, send logistics reminder, day-of reminder), (4) Executive Prep Brief — 5–7 talking points the executive needs to prepare or be briefed on before the meeting, (5) Day-Of Run Sheet — hour-by-hour logistics from 2 hours before through close of meeting, (6) Post-Meeting Follow-Up — minutes distribution, action item tracking, thank-you communications. Format as a project checklist with owners and deadlines.Section 3: Travel Planning & Logistics Briefs (Prompts 9–11)
Business travel is high-stakes logistics — and the quality of the brief you prepare determines how much cognitive load your executive carries on the road. These prompts help you build comprehensive travel briefs, draft professional vendor inquiry emails, and capture post-trip debrief information efficiently.
9. Write a Travel Itinerary Brief
Create a comprehensive, easy-to-navigate travel brief that gives an executive everything they need for a trip in one document.
Create a comprehensive travel itinerary brief for an executive trip. Trip details: Destination: [CITY / COUNTRY]. Travel dates: [DEPARTURE AND RETURN DATE AND TIME]. Purpose: [E.G. client meetings, conference, board meeting, site visit]. Confirmed bookings: [PASTE FLIGHT DETAILS, HOTEL NAME, AND ANY CONFIRMED MEETINGS OR EVENTS]. The brief should be organized in chronological order and include: (1) Trip Overview — destination, dates, key purpose in 2–3 sentences, (2) Day-by-Day Itinerary — for each day: all confirmed commitments with time, location, and address; travel segments with confirmation numbers and key details; free time or meal windows, (3) Key Contacts — relevant contacts for the trip (client names, hotel concierge, driver/car service, conference host) with phone numbers, (4) Pre-Trip Checklist — documents needed, items to pack, calls to confirm, (5) Emergency / Contingency Info — airline contact number, hotel address, nearest embassy or consulate if international. Format as a clean, printable travel brief the executive can carry.10. Write a Vendor and Hotel Inquiry Email for Travel
Draft professional inquiry emails to hotels, car services, and venues that get the best rates and confirm all details upfront.
Write a professional hotel or travel vendor inquiry email from an executive assistant. Inquiry type: [E.G. hotel room block inquiry, corporate rate request, private car service quote, event venue inquiry]. Trip context: Traveler: [EXECUTIVE TITLE — not name for privacy]. Dates: [ARRIVAL AND DEPARTURE]. Purpose: [BUSINESS MEETING / CONFERENCE / EVENT]. Requirements: [LIST SPECIFICS — e.g. single room preferred, need airport transfer, require late checkout, need AV equipment]. The email should: introduce the request clearly and professionally, list all the specific needs and questions in a structured format, ask for a quote or rate confirmation by a specific date, and include relevant contact details for follow-up. Under 200 words. Include subject line. Professional but efficient — not overly formal. The goal is to get a specific, actionable response, not just a brochure.11. Create a Trip Debrief and Expense Capture Template
Build a structured post-trip debrief template that captures expenses, outcomes, and follow-ups in one place.
Create a post-trip debrief and expense capture template for an executive assistant to use with the executive after each business trip. The template should be designed for a 10-minute verbal or written debrief. Sections to include: (1) Trip Overview — destination, dates, primary purpose, brief outcome summary (2–3 sentences), (2) Key Meetings and Outcomes — table or list: meeting, contact, outcome, follow-up required; (3) Expense Capture — categorized list of expense types to capture (flights, hotel, ground transport, meals, entertainment, other) with fields for amount, vendor, date, and business purpose, (4) Open Action Items from Trip — tasks created during the trip, each with owner and deadline, (5) Relationships to Maintain — new contacts made or existing relationships to follow up on, with a note on timing and channel, (6) Trip Quality Notes — anything to do differently next time (hotel location, transport logistics, preparation gaps). Format as a fillable document the EA can complete and archive after each trip.Section 4: Executive Communication & Ghostwriting (Prompts 12–14)
Senior EAs often ghostwrite for their executives — LinkedIn posts, speaking remarks, board memos, investor updates. These prompts help you produce high-quality executive communication that sounds authentically like the executive, not like a template.
12. Ghostwrite a LinkedIn Post for an Executive
Draft a LinkedIn post in the executive's voice that builds their personal brand and drives strategic visibility.
You are a communications assistant ghostwriting a LinkedIn post for a senior executive. Executive details: Title: [TITLE]. Industry: [INDUSTRY]. Communication style: [DESCRIBE THEIR VOICE — e.g. direct and data-driven, warm and storytelling-focused, concise thought leader, conversational and approachable]. Topic or raw content: [PASTE NOTES, THOUGHTS, OR A HEADLINE THE EXECUTIVE WANTS TO SHARE — can be rough]. Post goal: [E.G. build thought leadership, share a company milestone, comment on an industry trend, attract talent or clients]. Write a LinkedIn post (150–250 words) that: opens with a hook that makes the reader stop scrolling, develops the idea in 2–3 focused paragraphs, reflects the executive's authentic voice (not AI-polish), ends with a specific question or call to engage, and doesn't use overused phrases like "excited to announce," "humbled," or "thrilled to share." Deliver a final version ready for the executive to review and post. Include one backup subject hook as an alternative opening.13. Write an Executive's Speaking Points for an Internal Town Hall
Prepare structured speaking points that give an executive everything they need for a confident, connecting town hall.
Write speaking points for an executive to use in an internal all-hands or town hall meeting. Executive: [TITLE]. Context: [BRIEF DESCRIPTION — e.g. Q2 results below plan, team just navigated a difficult restructuring, company just announced a major new client, executive is addressing a period of uncertainty]. Key messages to convey: [LIST 3–5 THINGS THE EXECUTIVE NEEDS TO GET ACROSS]. Tone: [E.G. honest and grounding, energizing, transparent and direct, celebratory]. Audience: [INTERNAL TEAM — approximate size and mix]. Structure the speaking points as: (1) Opening — how to walk in and set the tone (30 seconds), (2) Context / Where We Are — honest, clear state-of-play (2–3 minutes), (3) Key Messages — 3–5 numbered points, each with: headline statement + 2–3 supporting sentences + transition to next, (4) What's Next — concrete actions, decisions, or direction (1–2 minutes), (5) Close — how to leave people feeling, including how to open the floor to Q&A. Format as speaker's notes — clear and scannable, not a script to read verbatim.14. Draft a Board or Investor Communication Update
Write a clear, credible board or investor update that communicates progress, challenges, and needs without burying the important stuff.
Draft a board or investor update communication for an executive. Update type: [E.G. monthly update email, quarterly investor letter, mid-quarter board memo]. Context and key updates: [PASTE OR DESCRIBE — key metrics, progress, challenges, pivots, hiring updates, financial highlights]. Wins to highlight: [LIST 2–3]. Challenges or risks to address: [LIST 1–2 — be honest]. Asks or decisions needed: [ANYTHING THE BOARD OR INVESTORS NEED TO WEIGH IN ON]. Write a structured update that: leads with the most important news (not background), presents metrics clearly and in context (not just the numbers — what they mean), addresses challenges directly without minimizing or over-explaining, surfaces the ask or decision point cleanly, and closes with a forward-looking statement. Tone: confident and transparent — board members and investors want honesty, not spin. Under 500 words. Format for email distribution. Include subject line.Section 5: Project Tracking & Status Reports (Prompt 15)
When EAs manage projects or track initiatives on behalf of their executive, clear status reporting keeps stakeholders aligned without unnecessary meetings. This prompt turns raw project notes into a clean, executive-ready status report in minutes.
15. Write a Project Status Report
Turn raw project notes into a clean, executive-ready status report that communicates progress, risks, and next steps clearly.
Convert project notes into a clean status report for stakeholder distribution. Project name: [PROJECT NAME]. Status: [ON TRACK / AT RISK / OFF TRACK]. Report period: [DATE RANGE]. Raw notes: [PASTE YOUR PROJECT NOTES — progress made, blockers, completed tasks, upcoming milestones]. Stakeholder audience: [E.G. executive leadership, board, cross-functional team, external client]. Write a status report with: (1) Executive Summary (3–4 sentences) — what happened this period and what the status is; (2) Milestones — table showing: milestone, planned date, actual/projected date, status (done/on track/at risk); (3) Accomplishments this period — bulleted list of completed work; (4) Issues and Risks — each issue with a brief description, owner, and mitigation plan; (5) Next Steps — 5 key items for the next period with owner and target date; (6) Help Needed — anything the stakeholder group needs to decide, approve, or unblock. Under one page. Use plain language — not PM jargon.Get all 35 prompts
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Get the AI Productivity Prompt Pack — $19 →The best executive assistants are force multipliers — they extend what their executive can accomplish by handling the work around the work. AI gives EAs a new kind of leverage: faster drafts, cleaner structures, and consistent quality across every communication. For project-management-heavy EA roles, our ChatGPT prompts for project managers has additional templates for status reports and stakeholder communication. And for broader admin automation ideas, ChatGPT prompts every virtual assistant should be using is a useful companion resource.