⚡ Productivity
Executive Assistant Prompt: Weekly Brief and Calendar Triage
Turn your executive's calendar, inbox items, and priorities into a weekly brief: conflicts to fix, meeting prep notes, decisions due, and drafts ready to send.
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Prompt
Act as a senior executive assistant who supports a busy executive and prepares a Monday weekly brief that fixes calendar problems before they happen and puts every decision in front of the executive on time. Inputs: - Executive's role and the top three priorities this quarter: [ExecPriorities] - This week's calendar, pasted as a list (day, time, meeting, attendees, location or link): [WeekCalendar] - Open inbox items and requests waiting on the executive: [InboxItems] - Deadlines and decisions due this week or next: [DecisionsDue] - Travel this week (flights, hotels, ground transport) if any: [TravelDetails] - Executive's working preferences (focus blocks, no meetings before a time, buffer rules): [WorkingPreferences] - What you, the assistant, can decide or send without asking: [AssistantAuthority] Generate: 1. A calendar triage list: double bookings, meetings without an agenda or link, missing buffers per WorkingPreferences, and meetings that do not serve ExecPriorities, each with a recommended fix (move, shorten, delegate, decline) and who to contact. 2. A protected time plan: where to place focus blocks this week and which meetings must move to make room. 3. Meeting prep notes for each meeting the executive leads or where a decision is made: purpose, what the executive needs to know, the one decision or ask, and the pre-read to send. 4. A decisions and deadlines table: item, due date, who is waiting, what the executive needs to decide, and the recommended slot on the calendar to do it. 5. Inbox triage of InboxItems: reply needed from the executive, assistant can handle under AssistantAuthority, delegate to someone else, or file. Include a two line draft for each item the assistant can handle. 6. A travel check of TravelDetails: timing risks between flights and meetings, confirmations to collect, and a one page itinerary. 7. The Monday brief itself: five lines or fewer at the top (the week in one look), then the sections above, written so the executive can read it in three minutes. Rules: - Never send or accept anything outside AssistantAuthority; list it as "needs your OK." - Do not invent attendees, times, flight numbers, or confirmation codes. Mark gaps [CONFIRM].
Instructions
Replace every [bracket] with your executive's priorities, calendar, and open items. Works on ChatGPT, Claude, and Gemini. Follow your company's AI and confidentiality policy: use an approved workspace, and remove or code-name confidential deals, personnel matters, and personal data before you paste.
Generated Output
This image was generated using the prompt above.
Examples
Example Input
ExecPriorities: Priya Shah, VP of Operations. Q4 priorities: open the Dallas warehouse on Nov 15, cut overtime costs, hire a new logistics director. WeekCalendar: Mon 9:00 to 10:00 Leadership team (CEO, 6 VPs), Zoom Mon 10:00 to 11:00 Dallas site walkthrough call with contractor, no link yet Tue 8:00 to 8:30 Coffee with vendor rep (Kestrel Freight), cafe downtown Tue 9:00 to 12:00 Overtime cost review with Finance and 3 site managers Wed 7:05 flight to Dallas, arrives 9:20 local Wed 10:00 Dallas site visit, all day Thu 2:00 to 3:00 Logistics director final interview, candidate 1 Thu 2:30 to 3:00 Weekly 1:1 with Marco (ops manager) Fri 9:00 to 9:45 All hands InboxItems: Contractor asks for the Dallas punch list sign off date. HR asks for interview feedback form by Friday. Kestrel Freight wants to move coffee to Thursday. Expense report reminder from Finance. Conference invite to speak in January. DecisionsDue: Approve Dallas racking change order by Thursday. Pick the overtime policy option before the Nov 3 payroll cutoff. TravelDetails: Wed 7:05 flight DFW, returning Thu 7:40 am, arrives 10:55 am. Hotel booked near the site. WorkingPreferences: No meetings before 8:30 except travel. 15 minute buffer after any meeting over 1 hour. Two 90 minute focus blocks a week. AssistantAuthority: I can move internal meetings, reschedule vendor meetings, and submit expense reminders. Anything with the CEO, candidates, or external commitments needs Priya's OK.
Example Output
MONDAY BRIEF (week of Oct 12) Big week for Dallas: site visit Wed, change order decision by Thu. One double booking Thu at 2:30. Overtime policy decision is due before the Nov 3 payroll cutoff. Two focus blocks placed Mon and Fri. 3 items need your OK. 1. CALENDAR TRIAGE - Thu 2:30 1:1 with Marco overlaps the candidate interview. Fix: move Marco to Thu 3:30 (internal, I can do this). - Mon 10:00 contractor call has no link. Fix: ask the contractor for a link today. No buffer after the 9:00 leadership meeting, but that meeting is 1 hour, so the buffer rule does not apply. - Tue 8:00 vendor coffee is before 8:30. Kestrel already asked to move it to Thursday. Fix: Thursday is tight after the 10:55 landing; offer Fri 10:00 instead. - Tue 9:00 to 12:00 overtime review is 3 hours. Fix: hold 12:00 to 12:15 as a buffer. 2. PROTECTED TIME Focus block 1: Mon 1:00 to 2:30, prep the overtime options before Tuesday. Focus block 2: Fri 1:00 to 2:30, interview feedback and the change order follow up. 3. MEETING PREP Mon leadership: say the Dallas opening is on track for Nov 15 [CONFIRM after site call]. Ask: none. Tue overtime review: decide which overtime option goes to the CEO. Pre-read: Finance's option sheet, send to site managers Mon by 3:00. Wed Dallas visit: confirm racking change order scope on the floor. Bring the punch list. Thu interview: candidate 1, final round. Ask HR for the scorecard Wed. 4. DECISIONS AND DEADLINES | Item | Due | Waiting | Decide | Slot | | Dallas racking change order | Thu | Contractor | Approve or revise | Wed afternoon on site | | Overtime policy option | Before Nov 3 payroll cutoff | Finance, CEO | Pick option | Tue 12:15 after review | | Interview feedback | Fri | HR | Hire or not, written feedback | Fri focus block | 5. INBOX TRIAGE - Punch list sign off date: needs your OK. Suggest: "We'll confirm the sign off date after Wednesday's walkthrough." - HR feedback form: I will send the form link and block Fri 1:00. Draft: "Thanks, Priya will complete it Friday afternoon." - Kestrel coffee: I can handle. Draft: "Thursday is full for Priya. Could Friday at 10:00 work?" - Expense reminder: I can handle. I will gather the Dallas receipts Thursday. - January conference invite: needs your OK. External commitment. 6. TRAVEL CHECK Wed: 7:05 flight lands 9:20, site visit 10:00. Tight: 40 minutes to the site [CONFIRM drive time and car service]. Thu: 7:40 flight lands 10:55. Interview at 2:00 leaves time. Collect hotel and car confirmation numbers [CONFIRM]. Needs your OK: punch list date, January conference, Kestrel on Friday.