25 AI Prompts Every Executive Assistant Should Save

**CONTEXT:**
I need to schedule a [DURATION]-minute virtual meeting for [EXECUTIVE's NAME].
The topic is "[TOPIC]."
This is a [high/medium/low] priority meeting.
**ATTENDEES & LOCATIONS:**
- [Executive's Name]: [City, Time Zone] (prefers meetings between [START] and [END] their time)
- [Person A]: [City, Time Zone]
- [Person B]: [City, Time Zone]
- [Person C]: [City, Time Zone]
**TASK:**
1.  Identify the 3 best possible meeting times during the week of [DATE].
2.  For each proposed time, display it in the local time for every attendee.
3.  Highlight any times that fall outside of standard 9 AM - 5 PM working hours for any attendee.
4.  Recommend the single best option that is fairest to all participants.
5.  Draft a polite scheduling email to the group from me, offering the top two options.

**CONTEXT:**
I am designing the ideal weekly template for my executive, [EXECUTIVE's NAME].
Their primary goals are:
- Goal 1: [e.g., More deep work time for strategic planning]
- Goal 2: [e.g., Shorter, more decisive meetings]
- Goal 3: [e.g., Protect time for 1:1s with direct reports]
**FIXED COMMITMENTS:**
- [List all recurring meetings, e.g., Monday 9 AM: Leadership Sync]
**TASK:**
1.  Create a visual "Ideal Week" calendar template in a markdown table format.
2.  Block out recurring meetings.
3.  Designate specific, color-coded blocks for:
- "Deep Work / Focus Time" (at least [X] hours per week)
- "Meeting Block - Internal"
- "Meeting Block - External"
- "1:1s"
- "Admin & Email Catch-up"
- "Lunch / Personal Time"
4.  Write a brief explanation of the template's logic that I can share with my executive to get their buy-in.

**CONTEXT:**
I am preparing for a [DURATION]-minute meeting on "[TOPIC]."
The goal of the meeting is: [MEETING GOAL].
Attendees are: [List of attendees and their roles].
**KEY DISCUSSION POINTS (from an email thread):**
[Paste the raw, messy email thread or notes here]
**TASK:**
1.  Extract the key topics and questions from the provided context.
2.  Organize them into a logical meeting agenda with specific time allocations for each item.
3.  The agenda must include:
- Meeting Title, Date, Time, Attendees
- A clear, one-sentence meeting objective.
- Agenda items with an assigned owner for each.
- A final 5-minute slot for "Action Items & Next Steps."
4.  Format the output as a clean, copy-pasteable agenda.

**CONTEXT:**
My executive, [EXECUTIVE's NAME], has a scheduling conflict on [DATE].
- **Meeting 1:** [Describe Meeting 1, who it's with, its stated purpose]
- **Meeting 2:** [Describe Meeting 2, who it's with, its stated purpose]
The executive's stated priority for the week is [Executive's Priority].
**TASK:**
1.  Analyze the two conflicting meetings.
2.  Based on the executive's priority, recommend which meeting to keep and which to reschedule.
3.  Provide a clear, one-sentence justification for your recommendation.
4.  Draft a polite and concise email to the attendees of the meeting that needs to be moved. The email should apologize, briefly explain the need to reschedule (without giving excessive detail), and offer to find a new time next week.

**CONTEXT:**
I am triaging my executive's inbox. I will provide a batch of email subject lines and snippets.
**TASK:**
For each email, classify it into one of these categories:
1.  **Urgent & Important:** (Requires executive's immediate attention)
2.  **Action Required by EA:** (I need to handle this)
3.  **FYI - Read Later:** (Informational, can be reviewed by executive later)
4.  **Junk / Unsubscribe:** (Spam or newsletters to unsubscribe from)
Provide the output in a simple table: | Snippet | Category | Recommended Action |
--- | --- | ---
**EMAILS:**
[Paste a list of 10-15 email subjects/previews here]

**CONTEXT:**
I need to draft an email from my executive, [EXECUTIVE's NAME], responding to the message below.
**MY EXECUTIVE'S WRITING STYLE:**
- Tone: [e.g., Professional but friendly, direct, concise]
- Common phrases: [e.g., "Happy to help.", "Let's circle back on this.", "Thanks for the context."]
- Salutation: [e.g., "Hi [Name],"]
- Sign-off: [e.g., "Best,", "Thanks,"]
**EMAIL TO RESPOND TO:**
[Paste the full text of the incoming email]
**INSTRUCTIONS FOR THE REPLY:**
- Acknowledge their main point about [main point].
- Politely decline their request for [the request].
- Suggest they connect with [DIFFERENT PERSON/DEPARTMENT] instead.
- Keep the reply under 100 words.
**TASK:**
Draft the email reply, perfectly matching the specified writing style.

**CONTEXT:**
The following email is long and poorly formatted. I need to understand the key takeaways in 30 seconds.
**EMAIL TEXT:**
[Paste the long, rambling email here]
**TASK:**
1.  Summarize the entire email in one single sentence.
2.  Extract all specific action items and list them as a bulleted checklist.
3.  Identify any questions being asked of my executive and list them separately.
4.  Note any deadlines mentioned.

**CONTEXT:**
My executive, [EXECUTIVE's NAME], is waiting for a response from [RECIPIENT'S NAME] on the email thread below. It has been [NUMBER] days.
**ORIGINAL EMAIL THREAD:**
[Paste summary or key points of the original email]
**TASK:**
Draft a short, polite, and professional follow-up email. The tone should be gentle and assume the recipient is busy. The goal is simply to bring the original email back to the top of their inbox and ask for an update. Do not sound demanding or passive-aggressive.

**CONTEXT:**
My executive is meeting with [PERSON'S NAME], [PERSON'S TITLE] at [COMPANY NAME] on [DATE].
The purpose of the meeting is [MEETING PURPOSE].
**TASK:**
Create a one-page briefing document with the following sections:
1.  **Company Overview:** What does [COMPANY NAME] do? Recent news or announcements?
2.  **Individual Profile:** Key details about [PERSON'S NAME] from their LinkedIn profile or public bio.
3.  **Relationship History:** Summarize our past interactions (based on the notes below).
4.  **Talking Points:** Suggest 3-4 strategic questions my executive could ask.
**NOTES ON PAST INTERACTIONS:**
[Paste any relevant notes, email snippets, or CRM entries]

**CONTEXT:**
Below is a raw transcript from a recent meeting.
**TRANSCRIPT:**
[Paste the full meeting transcript here]
**TASK:**
1.  Provide a 3-bullet point summary of the meeting's key decisions.
2.  Create a table of all action items. The table should have three columns: | Action Item | Owner(s) | Deadline |.
3.  List any open questions or topics that were tabled for a future discussion.

**CONTEXT:**
My executive just had a meeting with [PERSON'S NAME]. The key outcome was [KEY OUTCOME]. My executive agreed to follow up on [ACTION ITEM].
**TASK:**
Draft a concise and warm thank-you email from my executive to [PERSON'S NAME]. The email should:
1.  Thank them for their time.
2.  Briefly and positively reference the meeting's outcome.
3.  Explicitly confirm the action item my executive is responsible for.

**CONTEXT:**
My executive needs to create a presentation for the [AUDIENCE] on the topic of "[TOPIC]."
The goal is to [GOAL OF PRESENTATION].
The allotted time is [TIME].
Key data points to include are: [List 2-3 key stats or ideas].
**TASK:**
1.  Propose a compelling title for the presentation.
2.  Create a slide-by-slide outline (e.g., Slide 1: Title, Slide 2: Agenda, etc.).
3.  Suggest talking points for each slide.
4.  Recommend where to place the key data points for maximum impact.
5.  Include a final slide for "Q&A" and "Next Steps.

**CONTEXT:**
My executive needs to travel from [HOME CITY] to [DESTINATION CITY 1], then to [DESTINATION CITY 2], and finally back to [HOME CITY].
- **Dates:** [START DATE] to [END DATE]
- **Traveler Preferences:**
- Airline: [e.g., Delta, prefers aisle seats]
- Hotel: [e.g., Marriott, high floor, quiet room]
- Ground Transport: [e.g., Uber/Lyft, Black Car Service]
- **Meetings:**
- [DATE 1]: Meeting at [ADDRESS 1] at [TIME 1]
- [DATE 2]: Dinner at [RESTAURANT 2] at [TIME 2]
**TASK:**
1.  Research and propose flight options for each leg of the trip.
2.  Suggest 2-3 well-reviewed hotels that are conveniently located for the scheduled meetings.
3.  Create a detailed, chronological itinerary in a markdown table format. Include flight numbers, confirmation codes (as placeholders), hotel addresses, and meeting times.
4.  Add buffer time for travel between airport, hotel, and meetings.

**CONTEXT:**
My executive will be staying at the [HOTEL NAME] at [HOTEL ADDRESS] from [DATE] to [DATE]. They will have some downtime on [EVENING/DAY].
They enjoy [e.g., quiet coffee shops, fine dining, museums, parks for a walk].
**TASK:**
1.  List 3-5 recommended activities or restaurants near the hotel that match the executive's interests.
2.  For each recommendation, provide a brief description, its address, and its walking distance from the hotel.
3.  Include one "local gem" that might not be in a typical tourist guide.

**CONTEXT:**
My executive, a citizen of [COUNTRY], is planning a business trip to [DESTINATION COUNTRY] in [MONTH, YEAR].
**TASK:**
1.  As of September 2026, what are the visa requirements for a business traveler from [COUNTRY] visiting [DESTINATION COUNTRY]?
2.  List any specific entry requirements (e.g., required vaccinations, currency declaration forms, etc.).
3.  Provide a link to the official government or embassy website where I can verify this information.
**Disclaimer:** Always verify visa information with official government sources.

**CONTEXT:**
I need to document the process for "[PROCESS NAME]," for example, "Onboarding a New Team Member" or "Submitting Monthly Expenses."
**STEPS (in rough order):**
[List the steps as you know them, even if messy. e.g., "First I get their AMEX report. Then I have to find the receipts in email. Then I fill out the form in Concur..."]
**TASK:**
1.  Organize the rough steps into a clean, numbered list.
2.  For each step, rephrase it as a clear, concise instruction.
3.  Add a "Required Materials" section at the top.
4.  Add a "Tips & Common Issues" section at the end.
5.  Format the output as a professional SOP document.

**CONTEXT:**
My team is choosing between [TOOL A] and [TOOL B] for [PURPOSE, e.g., project management].
**TASK:**
1.  Create a markdown table comparing the two tools on the following criteria:
- Key Features
- Pricing (as of September 2026)
- Free Tier Limitations
- Ideal User (e.g., small teams, enterprise)
2.  Based on public information and reviews, provide a "Best For" recommendation for each tool.
3.  List 2-3 pros and cons for each.

**CONTEXT:**
My executive just gave me a brain dump of ideas for a new project: "[PROJECT NAME]."
**RAW NOTES:**
[Paste all the raw, unstructured notes, ideas, and goals here.]
**TASK:**
1.  Define a clear, one-sentence project objective.
2.  Break the project down into 3-5 high-level phases (e.g., Phase 1: Research, Phase 2: Planning, etc.).
3.  Under each phase, list the specific tasks identified in the notes.
4.  Identify any open questions or missing information that I need to clarify with my executive.
5.  Present this in a simple, hierarchical list.

**CONTEXT:**
I need a summary of the attached document for my executive, who has only 5 minutes to get the gist.
**DOCUMENT:**
[Paste the full text of the article, report, or document]
**TASK:**
Create a "BLUF" (Bottom Line Up Front) summary.
1.  **One-Sentence Summary:** What is the absolute main point?
2.  **Key Findings (3-5 bullet points):** What are the most important data points or conclusions?
3.  **Relevance to Us:** Why does this matter for our company/team/executive? (Make an educated guess based on the content).
[/PROGPT-CARD]

**CONTEXT:**
I am preparing for my executive's performance reviews with their direct reports. For one report, [TEAM MEMBER NAME], I have the following notes on their accomplishments this quarter.
- Led the [PROJECT NAME] launch, which resulted in [RESULT].
- Received positive feedback from the [CLIENT NAME] team.
- Helped onboard [NEW TEAM MEMBER].
- [Add other notes/data points]
**TASK:**
Organize these notes into a structured summary suitable for a performance review. Use the following headings:
- **Project Accomplishments**
- **Team & Leadership Contributions**
- **Areas for Development** (Suggest one potential area based on the notes, or leave as a placeholder)
- **Positive Feedback**

**CONTEXT:**
I need to plan a team-building activity for a [hybrid/remote/in-person] team of [NUMBER] people.
- **Budget:** [e.g., Low, under $500]
- **Time Commitment:** [e.g., 1-2 hours]
- **Goal:** [e.g., Improve cross-team communication, celebrate a recent win, de-stress]
**TASK:**
1.  Suggest 5 creative and appropriate team-building ideas that fit the context.
2.  For each idea, provide a brief description and the estimated cost/effort.

**CONTEXT:**
My executive wants to update their LinkedIn "About" section. Their current one is outdated.
**KEY CAREER HIGHLIGHTS & GOALS:**
- Current Role: [Title] at [Company]
- Key Accomplishment: [e.g., Led the company through a major transformation]
- Expertise In: [List 3-5 areas]
- Passionate About: [e.g., Building high-performing teams, sustainable tech]
**TASK:**
Draft a new LinkedIn "About" section, approximately 150-200 words. It should be written in the first person, sound authentic and professional, and incorporate the key highlights and passions provided. End with a call to action (e.g., "Feel free to connect...").

**CONTEXT:**
My executive attended the [CONFERENCE NAME] and wants to share key takeaways with the broader team.
**EXECUTIVE'S RAW NOTES:**
- [Note 1]
- [Note 2]
- [Note 3]
**TASK:**
Draft an internal email from the executive to their team.
1.  Start by mentioning the conference.
2.  Organize the raw notes into 3-4 clear, themed takeaways with brief explanations.
3.  Conclude with a forward-looking statement about how these insights could apply to the team's work.

**CONTEXT:**
My executive needs to have a difficult conversation with a team member about [TOPIC, e.g., missing deadlines, unprofessional communication]. The goal is to be direct but supportive and constructive.
**TASK:**
Provide 3 different opening lines for starting this conversation. Each option should:
1.  Clearly state the purpose of the meeting.
2.  Use "I" statements to describe the observation (e.g., "I've noticed...") rather than accusatory "you" statements.
3.  Create space for the other person to share their perspective.

**CONTEXT:**
My executive met [PERSON'S NAME], [TITLE] from [COMPANY] at the [EVENT NAME]. They had a brief conversation about [TOPIC]. My executive wants to continue the conversation.
**TASK:**
Draft a short follow-up email for my executive to send. It should:
1.  Remind the person where they met.
2.  Reference the specific topic they discussed to show they were paying attention.
3.  Propose a clear next step (e.g., "I'd like to schedule a brief call next week to explore this further.").