# 150 AI prompts for Executive & Admin Assistants — free list of every prompt

https://www.ai-on-the-job.com/prompts/005-ai-on-the-job-executive-admin-assistants-edition

150 AI prompts for Executive & Admin Assistants

Every one of the 150 prompt titles in the book, in the book's own eight
groups. Twelve are printed in full and marked; use those today.
The yellow parts are the blanks you fill in.

Setup & Voice Prompts 1–15

#1Your permanent profilePaste 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.”

#2The tone calibrator

#3The plain-English filter

#4Shorter, always

#5Three versions

#6The de-corporatizer

#7Teach it your voice

#8The reverse brief

#9Fix my dictation

#10Email to chat

#11The second opinion

#12Explain it to me fast

#13The checklist maker

#14The translation

#15What did I forget

Correspondence Prompts 16–40

#16The 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.”

#17The second voice

#18The register switcher

#19The exec-voice thank-you

#20The introduction email

#21The on-behalf reply

#22The holding reply

#23The FYI forward

#24The graceful no

#25The gatekeeper no

#26The sponsorship decline

#27The not-now defer

#28The 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.”

#29The RSVP chase

#30The signature chase

#31The slow-reply apology

#32The double-booking repair

#33The VIP decline

#34The vendor pushback

#35The de-escalation reply

#36The conflict-with-a-VIP message

#37The office announcement

#38The first-day welcome

#39The OOO pair

#40The occasions note

Calendar & Meetings Prompts 41–65

#41The 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.”

#42The availability offer

#43The meeting shrink

#44The graceful reschedule

#45The bump

#46The poll message

#47The time-zone table

#48The meeting-brief

#49The agenda builder

#50The pre-read request

#51The attendee dossier

#52The does-this-need-a-meeting test

#53Minutes 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].”

#54The decisions-only extract

#55The action tracker update

#56The you-missed-it summary

#57The follow-up distribution

#58The parking lot

#59The 1:1 agenda

#60The calendar audit

#61The recurring-meeting hygiene proposal

#62The focus-block message

#63The meeting-norms note

#64The room-and-AV email

#65The visitor-day schedule

Travel & Events Prompts 66–85

#66The 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].”

#67The pre-trip checklist

#68The exec prep note

#69The ground plan

#70The trip one-pager

#71The host brief

#72The T&E capture

#73The trip debrief

#74The options table

#75The flight-options table

#76The 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.”

#77The run-of-show

#78The vendor confirmation

#79The day-of checklist

#80The guest communications set

#81The dietary-and-access ask

#82The post-event debrief

#83The vendor thank-you-and-truth note

#84The contingency plan

#85The catering order message

The Exec Partnership Prompts 86–105

#86The 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].”

#87The reading-pile condenser

#88The pro/con sharpener

#89The pre-decision question list

#90The weekly digest

#91The Monday re-orient

#92The end-of-day handoff

#93The priorities check

#94The overload flag

#95The conflict-brewing flag

#96The bad-news brief

#97The commitments tracker

#98The waiting-on report

#99The delegation capture

#100The hallway-ask confirmation

#101The status one-liners

#102The focus-time defense kit

#103The authority conversation prep

#104The new-principal dossier

#105The how-we-work doc

Career & Visibility Prompts 106–120

#106The 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].”

#107The save-the-day write-up

#108The honest dollars-saved math

#109The role-as-performed map

#110The invisible-work quantifier

#111The cover letter

#112The certification study plan

#113The practice drill

#114The skills-gap plan

#115The raise case

#116The review self-assessment

#117The LinkedIn overhaul

#118The recruiter reply

#119The interview gauntlet

#120The salary-research organizer

Getting Ahead Prompts 121–145

#121The 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.”

#122The handout

#123The demo script

#124The session FAQ

#125The office-hours offer

#126The team prompt playbook

#127The SOP writer

#128The desk manual

#129The new-admin onboarding doc

#130The template librarian

#131The process-improvement proposal

#132The tool-evaluation checklist

#133The 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.”

#134The pilot proposal

#135The results memo

#136The office-manager case

#137The chief-of-staff map

#138The stretch-project pitch

#139The mentor note

#140The VA services menu

#141The VA outreach note

#142The client onboarding pack

#143The rates worksheet

#144The association plan

#145The talk proposal

Admin & Momentum Prompts 146–150

#146The 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].”

#147The quarterly reset

#148The meeting-with-myself

#149The delegation test

#150The edition-one graduation