150 AI prompts for Executive & Admin Assistants

Paste into custom instructions: “I’m an executive assistant supporting [SENIOR LEADERSHIP / TWO DIRECTORS / A C-SUITE EXEC] at a [SIZE] company in [INDUSTRY]. Standing rules: (1) I never give you real names of my executive, colleagues, clients, or my company — everything is generic or in [BRACKETS]; never ask for identifying details. (2) Never invent facts, dates, times, numbers, or commitments; anything I didn’t state stays as a [BRACKET]. (3) Anything drafted for my executive’s voice is headed DRAFT — FOR [EXEC]’S REVIEW. Style: warm, professional, brief, plain English, no exclamation points, no corporate filler.”

“Here’s my de-identified rundown of this morning’s inbox — senders by role only, no names: [RAMBLE/PASTE]. Turn it into a triage list: NEEDS EXEC TODAY / I CAN HANDLE / WAITING ON OTHERS / IGNORE-ARCHIVE, one line each with the recommended next action and a draft-worthy flag on anything I should have you write next.”

“My voice. Three escalating nudges to [ROLE] who owes me [THE THING] due [WHEN]. Nudge 1 (gentle): good faith, one line, deadline restated. Nudge 2 (firm): what I need, hard date, what it blocks — plus an easy out. Nudge 3 (escalation): factual note that I’m flagging the delay to [EXEC / OWNER] so the schedule can be re-planned — no blame, pure logistics. Each under 50 words.”

“My voice. Scheduling reply to [ROLE] who asked for [LENGTH] with my exec [WHEN THEY ASKED FOR]. I’m protecting [CONSTRAINT — not to be revealed]. Offer [WINDOW 1] or [WINDOW 2], or [SHORTER FORMAT] if urgent for them. Warm, unhurried, zero hint that access is rationed. Under 70 words.”

“Turn my raw typed meeting notes into formal minutes. Structure: MEETING / DATE / ATTENDEES [left as brackets — I fill names in the final doc]; DECISIONS (numbered, exact wording agreed); ACTION ITEMS (table: action, owner as [ROLE], due date); DISCUSSED BUT UNRESOLVED; NEXT MEETING. Use only what’s in my notes — anything unclear or missing becomes [CHECK: question]. Never fill a gap. Notes: [PASTE].”

“Build a chronological trip itinerary from these confirmed details — do not add, assume, or ‘correct’ anything; flag tight connections or gaps as [CHECK] rather than fixing them. One section per day, local times with zone labeled on every entry, transit rows between location changes (durations from me), [CONF #] brackets where I’ll insert confirmation numbers in the final doc. Details: [PASTE CONFIRMED FLIGHTS/TIMES/ADDRESSES/MEETINGS AS ROLES].”

“Build a budget worksheet for [EVENT TYPE, N PEOPLE]: standard line items (venue, catering, AV, travel, materials, contingency at [%]), each as [BRACKET] for my numbers, subtotal formulas described, and the three lines most likely to blow out based on event type — flagged.”

“Build a one-page decision memo from my notes. Format: THE DECISION (one sentence, with deadline); OPTIONS (each: two lines — what it is, strongest point for, strongest point against, cost as [BRACKET]); WHAT THE MATERIALS DON’T ANSWER; RECOMMENDATION (only if I gave you one — never generate your own; otherwise write ‘For discussion’). Only what I provide. Notes: [DE-IDENTIFIED SUMMARY].”

“Maintain my professional accomplishments log. Each Friday I’ll ramble the week; file each item one line under: SAVES (money or hours — my numbers exactly, never rounded up); RESCUES (what would have gone wrong and didn’t); BUILT (systems and templates now in use); SCOPE (responsibilities absorbed); PRAISE (who said what, role only). On ‘quarterly summary’: totals, the five strongest items as resume bullets, and one sentence I could say in a review without exaggerating. This week: [RAMBLE].”

“Build a 30-minute lunch-and-learn for admin and office staff: ‘AI for the Front Office — What It Does, What It Never Touches.’ Timed outline: 5 min what these tools are, no hype; 10 min three live demos on generic content (scheduling reply, minutes from typed notes, vendor email); 5 min the rules (company confidential information never in personal accounts, company policy and approved tools first, human read before send); 5 min the 60-second check; 5 min Q&A with three seeded questions. Include the one-page handout: five generic starter prompts, rules box on top.”

“Draft a one-page memo to [OFFICE MANAGER / IT LEAD / MY EXEC] proposing basic AI-use guidelines before habits form, from me as [ROLE]. Structure: (1) bottom line — staff are already experimenting; guidelines now beat cleanup later, and I volunteer to help; (2) four questions a policy should answer: what company information may never enter external tools; whether we provide an approved tool (Copilot/Gemini business tiers exist for this); what human review is required before AI-assisted work goes out; our rules on meeting recording/transcription given consent laws; (3) next step — a 30-minute conversation. Practical, zero evangelism, zero alarm. Head it DRAFT.”

“Organize my week from this mess: [PASTE COMMITMENTS / DEADLINES / MEETINGS / LOOSE ENDS, roles not names]. Output: the schedule conflicts, the 3 items that decide the week, today’s calls and chases, and what I’m forgetting based on what I told you last week [IF IN THIS CHAT].”