Executive assistants run the show. You're managing calendars, prepping executives for every meeting, writing emails that sound like someone else, booking travel, and fielding requests from every direction — often simultaneously. The writing alone can eat half your day.
ChatGPT doesn't replace the judgment and relationships that make a great EA. But it does handle the first draft, the formatting, the research summary, and the “can you send a nice follow-up to...” requests that stack up hour by hour.
These 10 prompts are built for executive assistants who support C-suite executives or senior leadership. Copy them, adapt them to your exec's voice, and reclaim the hours.
Scheduling & Calendar Communications
Every meeting request, reschedule, and prep brief takes time to write well. These four prompts handle the calendar communications that fill your inbox — so you can focus on the work that actually requires your judgment.
1. Meeting Request on Behalf of Executive
The Prompt
Write a professional meeting request email from [Executive Name], [Title], to [Recipient Name] at [Company]. Purpose: [topic/goal]. Proposed times: [list 2-3 options]. Keep it warm but efficient — [Executive Name]'s style is [brief/personable/formal]. Close with an easy reply option.
Why it works: Sounds like your exec wrote it — not like a calendar bot sent it.
2. Pre-Meeting Executive Brief
The Prompt
Create a one-page meeting prep brief for [Executive Name] ahead of a meeting with [Attendee(s)] from [Company] on [date]. Include: their background/role, key context about [Company], likely agenda items, 3 things [Executive Name] should know walking in, and suggested talking points. Meeting goal: [goal].
Why it works: Execs walk in informed. You spend 10 minutes, not 45.
3. Polite Reschedule Email
The Prompt
Write a brief, professional email to [Name] explaining that [Executive Name] needs to reschedule their [date/time] meeting due to a conflict. Suggest two alternative times: [option 1] and [option 2]. Apologize without over-apologizing. Tone: warm and efficient.
Why it works: Handles a frustrating task gracefully in under 30 seconds.
4. Meeting Notes → Clean Action Items
The Prompt
Convert these meeting notes into a clean summary with: (1) key decisions made, (2) action items with owner and due date, (3) any open questions that need follow-up. Format for easy scanning. Notes: [paste raw notes]
Why it works: Turns messy notes into a shareable artifact your exec can forward immediately.
Get 50+ prompts like these, ready to copy and use.
Flux Prompt Pack — $19 →Executive Communications
Writing in someone else's voice is the hardest part of being an EA. These three prompts give you a starting point for every kind of executive communication — drafts, follow-ups, and announcements that sound like your exec, not a template.
5. Email Draft in Your Exec's Voice
The Prompt
Write an email from [Executive Name] to [Recipient] about [topic]. [Executive Name]'s writing style: [bullet points / direct and brief / warm and personal / formal]. Key points to cover: [list]. Desired outcome: [what you want them to do or know]. Keep it under [X] sentences.
Why it works: The hardest EA task — writing as someone else — becomes a starting point, not a blank page.
6. Post-Meeting Follow-Up
The Prompt
Write a brief follow-up email from [Executive Name] to [Name] after their meeting on [date]. Reference [1-2 specific things discussed]. Include the agreed next step: [next step]. Tone: [warm/professional]. Under 5 sentences.
Why it works: The follow-up that actually gets sent — instead of sitting in drafts.
7. Executive Team Announcement
The Prompt
Draft an internal announcement from [Executive Name] to [team/department/all-staff] about [topic]. Key information: [details]. Tone: [celebratory / informative / direct]. Include a clear call to action or next step. Keep it to 3 short paragraphs.
Why it works: Announcements that should come from the exec — but get drafted by you.
Travel & Administrative
Travel briefs, vendor follow-ups, and expense narratives are the administrative writing that never shows up on a job description but fills half your week. These three prompts knock them out fast.
8. Trip Summary Brief
The Prompt
Create a clean travel brief for [Executive Name]'s trip to [city/country] from [dates]. Include: flight details [paste], hotel info [paste], meeting schedule [paste], local time zones, key contacts on the ground, and any notes on transportation or logistics. Format for easy mobile reading.
Why it works: One document your exec can pull up on the plane instead of digging through 12 emails.
9. Vendor Follow-Up on Behalf of Exec
The Prompt
Write a professional follow-up email to [Vendor/Service Provider] on behalf of [Executive Name] regarding [issue/request]. We're still waiting on [specific thing] from [date]. We need this resolved by [deadline]. Tone: firm but professional. Sign off as: [Your Name], EA to [Executive Name].
Why it works: Gets results. "EA to [Exec Name]" carries authority.
10. Expense Report Narrative
The Prompt
Write a brief expense report summary for [Executive Name]'s [event/trip] from [dates]. Total spend: [$X]. Key categories: [meals $X, transport $X, hotels $X, other $X]. Business purpose: [purpose]. Flag any items that may need additional approval: [if any]. Keep it factual and one paragraph.
Why it works: The narrative that goes with the numbers — done in 20 seconds.
Ultimate ChatGPT Prompt Pack
$19
50+ prompts for executive communications, email drafting, meeting prep, and more. Copy, paste, get results.
No-Code Automation Starter Kit
$27
No-code automation templates to handle the repetitive parts of your workflow. No coding required.