# 150 AI prompts for Executive & Admin Assistants

> Every prompt title in AI for Executive & Admin Assistants, grouped as the book groups them. Twelve are printed in full, free.

*Every prompt title in AI on the Job: Executive & Admin Assistants Edition. Twelve printed in full; the rest are in the book.*

## Setup & Voice (Prompts 1–15)

- **#1 Your permanent profile** — 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.”
- #2 The tone calibrator
- #3 The plain-English filter
- #4 Shorter, always
- #5 Three versions
- #6 The de-corporatizer
- #7 Teach it your voice
- #8 The reverse brief
- #9 Fix my dictation
- #10 Email to chat
- #11 The second opinion
- #12 Explain it to me fast
- #13 The checklist maker
- #14 The translation
- #15 What did I forget

## Correspondence (Prompts 16–40)

- **#16 The triage summary** — “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.”
- #17 The second voice
- #18 The register switcher
- #19 The exec-voice thank-you
- #20 The introduction email
- #21 The on-behalf reply
- #22 The holding reply
- #23 The FYI forward
- #24 The graceful no
- #25 The gatekeeper no
- #26 The sponsorship decline
- #27 The not-now defer
- **#28 The nudge ladder** — “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.”
- #29 The RSVP chase
- #30 The signature chase
- #31 The slow-reply apology
- #32 The double-booking repair
- #33 The VIP decline
- #34 The vendor pushback
- #35 The de-escalation reply
- #36 The conflict-with-a-VIP message
- #37 The office announcement
- #38 The first-day welcome
- #39 The OOO pair
- #40 The occasions note

## Calendar & Meetings (Prompts 41–65)

- **#41 The scheduling negotiation** — “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.”
- #42 The availability offer
- #43 The meeting shrink
- #44 The graceful reschedule
- #45 The bump
- #46 The poll message
- #47 The time-zone table
- #48 The meeting-brief
- #49 The agenda builder
- #50 The pre-read request
- #51 The attendee dossier
- #52 The does-this-need-a-meeting test
- **#53 Minutes from my notes** — “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].”
- #54 The decisions-only extract
- #55 The action tracker update
- #56 The you-missed-it summary
- #57 The follow-up distribution
- #58 The parking lot
- #59 The 1:1 agenda
- #60 The calendar audit
- #61 The recurring-meeting hygiene proposal
- #62 The focus-block message
- #63 The meeting-norms note
- #64 The room-and-AV email
- #65 The visitor-day schedule

## Travel & Events (Prompts 66–85)

- **#66 The itinerary builder** — “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].”
- #67 The pre-trip checklist
- #68 The exec prep note
- #69 The ground plan
- #70 The trip one-pager
- #71 The host brief
- #72 The T&E capture
- #73 The trip debrief
- #74 The options table
- #75 The flight-options table
- **#76 The event budget skeleton** — “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.”
- #77 The run-of-show
- #78 The vendor confirmation
- #79 The day-of checklist
- #80 The guest communications set
- #81 The dietary-and-access ask
- #82 The post-event debrief
- #83 The vendor thank-you-and-truth note
- #84 The contingency plan
- #85 The catering order message

## The Exec Partnership (Prompts 86–105)

- **#86 The decision memo** — “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].”
- #87 The reading-pile condenser
- #88 The pro/con sharpener
- #89 The pre-decision question list
- #90 The weekly digest
- #91 The Monday re-orient
- #92 The end-of-day handoff
- #93 The priorities check
- #94 The overload flag
- #95 The conflict-brewing flag
- #96 The bad-news brief
- #97 The commitments tracker
- #98 The waiting-on report
- #99 The delegation capture
- #100 The hallway-ask confirmation
- #101 The status one-liners
- #102 The focus-time defense kit
- #103 The authority conversation prep
- #104 The new-principal dossier
- #105 The how-we-work doc

## Career & Visibility (Prompts 106–120)

- **#106 The accomplishments log** — “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].”
- #107 The save-the-day write-up
- #108 The honest dollars-saved math
- #109 The role-as-performed map
- #110 The invisible-work quantifier
- #111 The cover letter
- #112 The certification study plan
- #113 The practice drill
- #114 The skills-gap plan
- #115 The raise case
- #116 The review self-assessment
- #117 The LinkedIn overhaul
- #118 The recruiter reply
- #119 The interview gauntlet
- #120 The salary-research organizer

## Getting Ahead (Prompts 121–145)

- **#121 The lunch-and-learn** — “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.”
- #122 The handout
- #123 The demo script
- #124 The session FAQ
- #125 The office-hours offer
- #126 The team prompt playbook
- #127 The SOP writer
- #128 The desk manual
- #129 The new-admin onboarding doc
- #130 The template librarian
- #131 The process-improvement proposal
- #132 The tool-evaluation checklist
- **#133 The AI-policy proposal** — “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.”
- #134 The pilot proposal
- #135 The results memo
- #136 The office-manager case
- #137 The chief-of-staff map
- #138 The stretch-project pitch
- #139 The mentor note
- #140 The VA services menu
- #141 The VA outreach note
- #142 The client onboarding pack
- #143 The rates worksheet
- #144 The association plan
- #145 The talk proposal

## Admin & Momentum (Prompts 146–150)

- **#146 The Monday morning brief** — “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].”
- #147 The quarterly reset
- #148 The meeting-with-myself
- #149 The delegation test
- #150 The edition-one graduation


---

*AI on the Job Press · Greenlight Publishing · 2027 edition*