30 AI Prompts for Admin & Executive Assistants

Sending a routine email for your principal without drafting from scratch

no file - recipient and purpose

1. State who the email is to and its purpose
2. Draft a warm, professional email under 100 words in a senior executive tone
3. Include one clear ask and a proposed next step
4. Add a subject line

Ready-to-send email with subject line

Catching up your manager on a sprawling thread without them reading it

full email thread

1. Read the entire thread and summarise it in five lines
2. Identify exactly what the manager needs to decide or do - surface the action, don't bury it
3. Draft a reply for the manager's approval

Five-line summary, required action, and draft reply

Polishing a draft reply before it goes out under your manager's name

draft reply to polish

1. Read the draft reply
2. Rewrite it to be more professional, concise and warm
3. Preserve every fact and the original intent, remove hedging
4. End with one clear ask

Rewritten reply only, ready to send

Turning down a request without sounding curt or over-explaining

no file - describe the request being declined

1. State the request being declined and who it's from
2. Draft a warm, direct no
3. Draft a not-now version that leaves the door open
4. Draft a version that redirects to someone else

Three labelled short message versions

Converting rough notes into a send-ready email fast

rough bullet points

1. Read the bullet points
2. Add a clear, purposeful opening line
3. Organise the points into a logical flow without adding new information
4. Close with a specific, actionable ask

Complete, well-structured email

Booking a meeting across regions without endless back-and-forth

no file - attendees and their time zones

1. List attendees and their time zones
2. Propose three specific slots that work across all zones, each shown in every zone
3. State the purpose and expected duration
4. Make replying a one-click yes

Email with purpose and three slot options

Sending an invite so attendees arrive prepared, not guessing why they're there

no file - meeting purpose and attendees

1. State the purpose of the meeting
2. List a tight, time-boxed agenda
3. Note any pre-read material
4. Add joining details and what each attendee should prepare

Ready-to-send meeting invite

Moving a meeting without a lengthy apology or friction

no file - name the meeting being moved

1. Name the meeting being rescheduled
2. Apologise briefly, no over-explaining
3. Propose two specific alternative times
4. Keep the message low-friction to respond to

Short, polite rescheduling message

Blocking a principal's week around top priorities before meetings eat it

manager's priorities and commitments for the week

1. Review the priorities and commitments
2. Draft a realistic day-by-day plan around them
3. Protect dedicated deep-work time for the top three priorities - don't let meetings overwrite it
4. Batch similar meetings and leave buffer time

Proposed day-by-day week plan

Briefing your principal minutes before they walk into a meeting

background on the meeting/event and the other party

1. Note who the manager is meeting and the context/history
2. State the objective of the meeting
3. List the likely asks from the other side, based strictly on the attached details
4. Highlight three key talking points

One-page prep note

Circulating minutes right after a meeting ends

rough meeting notes

1. Read the rough notes and list attendees
2. Capture decisions and action items, each with a clear owner and due date
3. Note any open questions

Formatted minutes with attendees, decisions, actions and open questions

Turning a wall of pasted text into a scannable document

raw content to format

1. Read the content and add a clear, descriptive title
2. Break it into logical headings and sections
3. Apply consistent formatting without altering the substance

Formatted document with title, headings and structured sections

Cleaning up a draft before it goes out under someone's name

text to polish

1. Read the text closely and fix grammar, clarity and tone issues
2. Keep the author's original voice intact, fix without rewriting the meaning
3. List any factual claims that should be double-checked

Polished text plus a short list of things to verify

Standardising a document type you produce repeatedly

no file - name the document type needed

1. Identify the document type and its purpose
2. Define the sections it needs
3. Write a short prompt for what goes in each section
4. Provide one realistic filled-in example, not generic placeholder text

Blank template followed by a filled example

Getting a principal decision-ready without them reading the full document

full long document

1. Read the document in full and state its purpose
2. Extract the key points, staying faithful to the source with no embellishment
3. Identify the decision required and recommend an action

One-page brief with purpose, key points, decision and recommendation

Planning a business trip with back-to-back meetings

no file - destination, dates and meeting schedule

1. Note the destination and travel dates
2. Draft flights, hotel and ground transport details with realistic timings between segments
3. Build the meeting schedule with realistic buffers
4. Add a packing and documents checklist, flagging anything still needing confirmation

Full itinerary plus a separate checklist

Organising an internal event with multiple moving parts

no file - event, headcount and date

1. Define the event and expected headcount
2. List venue, catering and AV requirements
3. Build the agenda and run-sheet
4. Assign an owner and deadline to each item, prioritised by time-sensitivity

Checklist with owners and deadlines

Giving attendees everything they need in one scannable message

no file - event details

1. State the event date, time and venue
2. List what attendees should bring and the dress code
3. Give a contact for questions
4. Keep it scannable, not a wall of text

Short logistics message ready to send

Prepping for a trip to an unfamiliar climate or business context

no file - destination and trip length

1. Note the destination and trip duration
2. List required documents
3. List tech and meeting materials needed
4. List clothing suited to the destination's weather and business norms, not generic advice

Categorised packing checklist

Requesting a quote precise enough to get an accurate answer

no file - service needed and event details

1. State the service required and the event it's for
2. Give the headcount involved
3. State the date and budget guidance
4. Set a firm response deadline

Vendor enquiry email

Shortlisting vendors or venues before presenting options upward

any details or requirements you already have

1. Research the available options for the stated need
2. Shortlist three that best fit
3. Compare them on the criteria that matter, including rough cost
4. Recommend one with reasoning, marking any assumptions made

Comparison table followed by a recommendation

Making the call between options instead of just listing pros/cons

options to compare

1. Review the options and weigh the trade-offs
2. Select the strongest option for the manager
3. Write a short, decisive supporting rationale, not just description

Recommendation with a short rationale, one screen

Getting a principal oriented on who they're about to meet

background on the person or company

1. Note who the manager is meeting and summarise the relationship and history
2. State the likely agenda
3. Highlight two things the manager should know going in, strictly from what's provided

Short briefing note

Sequencing a jumbled list of to-dos into an executable plan

raw list of tasks

1. Review the list of tasks
2. Sequence them into a realistic, prioritised plan
3. Suggest deadlines for each
4. Flag dependencies between tasks explicitly

Prioritised plan with owners and deadlines

Reporting project progress upward without burying the blocker

no file - project's current state

1. State the project name and summarise progress to date
2. List the next steps
3. Flag any blocker and name exactly who needs to act on it
4. Signal, not noise - cut anything non-essential

Short status update

Building a template library for your most repeated requests

no file - your five most common requests

1. Identify the five most common requests you handle
2. Draft a genuinely adaptable, reusable template for each with placeholders
3. Add a short note on when to use each one
4. Keep the tone consistently senior throughout

Five labelled templates, each with a usage note

Setting an autoresponder before going offline

no file - dates and an alternative contact

1. State the out-of-office dates and the return date
2. Name a specific alternative contact for urgent matters
3. Close with a warm sign-off
4. Keep it clear, not overloaded with detail

Ready-to-set out-of-office message

Prepping for a new hire's first day so nothing is missed

no file - general reusable checklist

1. List access items needed (systems, accounts, building)
2. List equipment to prepare
3. List introductions to schedule
4. Cover first-week logistics with a clear owner for every item

Reusable onboarding checklist with owners

Documenting a task so someone else could cover for you cold

no file - describe the recurring task

1. Describe the task and what triggers it
2. Break it into clear, complete numbered steps
3. Note the common exception and how to handle it
4. Write it so anyone unfamiliar could follow it

Step-by-step SOP with a trigger and exception note

Following up on multiple outstanding items without sounding like nagging

list of people and outstanding items

1. List each person and their outstanding item
2. Draft one individual chase-up message per person, referencing the specific item owed
3. Include a gentle deadline
4. Keep the tone friendly, never nagging

Individual chase-up messages, one per person