ChatGPT Prompts for Executive Assistants: 12 to Use Daily

The best ChatGPT prompts for executive assistants take what you already manage, a calendar, an inbox, open decisions, and travel, and turn it into something your executive can act on in minutes: a triage list, prep notes, a draft reply, or a weekly brief. Paste the details, say what you are allowed to decide on your own, and let ChatGPT sort and draft while you keep the judgment calls. Below are 12 copy-paste prompts grouped by task, plus a flagship prompt that builds a full Monday brief.

Replace every [bracket] with your details. Follow your company's AI and confidentiality policy, and remove or code-name confidential deals, personnel matters, and personal data before you paste anything.

Prompts for calendar management

1. Calendar triage

Here is my executive's calendar for the week: [calendar]. Find double bookings, meetings without an agenda or link, and missing buffers based on these rules: [rules]. Suggest a fix for each.

2. Find time for a big meeting

I need a [length] meeting with [people] in [time zones] before [date]. Here are their open windows: [windows]. Rank the three best slots and explain the tradeoffs.

3. Protect focus time

My executive wants [number] focus blocks this week. Using this calendar: [calendar], place them and list which meetings would need to move.

Prompts for inbox and communication

4. Inbox sort

Sort these emails and requests: [items] into needs my executive's reply, I can handle, delegate, or file. I can decide these myself: [authority]. Draft two line replies for the ones I can handle.

5. Reply in my executive's voice

Here are three emails my executive wrote: [samples]. Draft a reply to [email] in the same tone and length, for my executive to approve.

6. Polite decline

Write a gracious decline for [invitation] that keeps the relationship warm and offers [alternative, such as a short call or a team member].

Prompts for meetings

7. Meeting prep note

My executive meets [people] about [topic] on [date]. Using these notes: [notes], write a half page prep note: purpose, what to know, the one decision or ask, and the pre-read to send.

8. Agenda that drives a decision

Turn this meeting request: [request] into an agenda with timed items, an owner for each, and the decision we need by the end.

9. Action items from notes

Here are my notes from [meeting]: [notes]. List decisions, action items with owners and due dates, and open questions, then draft the follow up email.

Prompts for travel and events

10. Itinerary from confirmations

Build a one page itinerary from these confirmations: [flights, hotel, car, meetings]. Flag tight connections and anything I still need to confirm. Do not add details I did not paste.

11. Offsite planning checklist

Make a checklist for a [size] person offsite on [date] at [venue]: what to book, by when, and who to ask for each item.

Prompts for the weekly rhythm

12. Friday wrap up

Here is what happened this week: [notes] and what is coming next week: [calendar]. Write a short Friday wrap up for my executive with wins, open items, and three things to prepare.

Build the Monday brief in one prompt

The Executive Assistant Prompt: Weekly Brief and Calendar Triage combines prompts 1, 3, 4, 7, and 10. You paste the executive's priorities, the week's calendar, open inbox items, decisions due, travel, working preferences, and what you can decide alone. It returns calendar fixes, a protected time plan, prep notes, a decisions table, inbox triage with drafts, a travel check, and a Monday brief your executive can read in three minutes. The example preps a VP of Operations' week with a Dallas site visit and a double booked Thursday.

Tips for executive assistants using ChatGPT

• State your authority up front so drafts never commit your executive to something.
• Paste real times and confirmations. Never let the model fill in flight numbers.
• Keep the brief short at the top. Details go below.
• Strip confidential details before you paste.

Related prompts and guides

Run better meetings with the Decision Forcing Meeting Agenda Writer, tame email with Outlook Inbox Rules for One Role, plan a hectic week with the Calendar Time Block Planner, and capture meetings with ChatGPT Prompts for Note Taking. Find more in the Productivity prompts hub, browse all prompts, or share a prompt that saves you time.