1Turn notes into an email
Turn these notes into a clear, friendly email from [executive] to [recipient]. Keep it under 150 words, lead with the ask, and end with one specific next step. Notes: [paste]
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The AI Toolkit for Executive Assistants
How to use it. Copy a prompt into the AI tool your company has approved (ChatGPT, Microsoft Copilot, Google Gemini or Claude), replace everything in [brackets], and read the answer before you use it. If the first answer isn’t right, tell the tool what to change: “shorter”, “warmer”, “as a table”.
Email and writing
2Write in your executive’s voice
Here are three emails my executive wrote: [paste]. Describe their tone in five bullet points. Then use that tone to draft a reply to this message: [paste]
3Say no politely
Draft a warm, short reply declining [invitation or request] on behalf of [executive]. Don’t over-apologise, keep the relationship strong, and offer [alternative, if any].
4Summarise a long thread
Summarise this email thread in five bullets: what was decided, what is still open, who owes what, and by when. Then list any question my executive must answer. Thread: [paste]
Calendar and scheduling
5Find the time zone overlap
My executive is in [city] and works [hours]. The other people are in [cities]. List the one-hour windows next week that fall inside everyone’s working hours, shown in each person’s local time.
6Fit a meeting into a full week
Here is my executive’s week: [paste]. A [length] meeting with [person in time zone] has to fit before [date]. List every option that respects these rules: [no Friday afternoons, 15 minutes between calls]. For each one, say what would have to move.
7Offer times that end the back-and-forth
Write a short email offering [person] these three times: [times, with time zone]. Show each time in their time zone too, and ask them to reply with one number.
8Reschedule without the awkwardness
Draft a short note moving [meeting] with [person] from [old time] to one of these: [times]. Give a brief, honest reason: [reason]. Make it easy to say yes.
Meetings
9A one-page prep brief
Create a one-page prep brief for my executive’s meeting with [person, company]. Include: purpose, what we last discussed [paste notes], three questions to ask, and one risk to watch for. Use only the information I give you.
10An agenda that keeps time
Draft a [length] agenda for [meeting purpose] with [attendees]. Give each item an owner and minutes, put the decision items first, and end with five minutes for next steps.
11Clean notes into actions
Turn these raw meeting notes into: 1) three-line summary, 2) decisions, 3) action items as a table with owner and due date. Flag anything unclear instead of guessing. Notes: [paste]
12The same-day follow-up
Write the follow-up email for this meeting: [summary and actions]. Thank people in one line, list actions with owners and dates, and confirm the next meeting time if there is one.
Travel and events
13Build an itinerary
Build a day-by-day itinerary for my executive’s trip from these confirmations: [paste]. Include local times, addresses, confirmation numbers, and travel time between stops. Flag any tight connections.
14Compare options quickly
Compare these [flights or hotels]: [paste]. Make a table of price, times, total travel time and cancellation terms, then recommend one for an executive who values [priority].
15Plan an offsite
Create a planning checklist for a [size]-person offsite in [city] on [dates], with a timeline counting back from the date: venue, catering, travel, agenda, materials and follow-up.
16A clear event invite
Write an invitation for [event] on [date] at [place]. Include why it matters to the guest, what to expect, dress code, and how to RSVP by [date]. Keep it under 120 words.
Research and organising
17Brief me on a company
Using only these sources [paste or links], write a short briefing on [company]: what they do, recent news, who we’re meeting, and two good conversation openers.
18Turn a task list into a plan
Here is everything on my plate: [paste]. Sort it into today, this week and later, using these priorities: [executive’s priorities]. Point out anything I could hand off or drop.
19Draft a process doc
Write a step-by-step guide for [recurring task] so a backup assistant could do it. Use numbered steps, note where to find each thing, and list the mistakes to avoid. Here’s how I do it today: [paste]
20Check the AI’s work
Review the text below for factual claims, names, dates, numbers and anything that could embarrass my executive. List each one I should double-check before sending. Text: [paste]
Before you paste: a safe-use checklist
- Use only AI tools your company has approved. Ask IT which ones, and share this list with them.
- Never paste passwords, financial account details, health information, or anything marked confidential.
- Leave out names and details the task doesn’t need. “A board member” usually works as well as the name.
- Check every fact, date, number and name before anything goes out under your executive’s name.
- You stay the sender. AI drafts; you decide what is sent.
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