The Luxury Bureau · Digital Resource Collection

Executive Assistant

AI Prompt Library

100 field tested prompts for senior EA and PA professionals navigating AI in complex, high-discretion environments. Built by a practitioner. Designed for the standard you already hold.

100

Prompts

6

Categories

10+

Years EA Experience

How to Use This Library

1

Choose your categoryNavigate to the section relevant to your task using the menu below.

2

Copy the promptClick any card to copy. Paste directly into ChatGPT, Claude, Gemini or any AI tool.

3

Personalise itReplace the bracketed placeholders with your specific details. More context equals sharper output.

4

Apply discretionNever input confidential names, financials or sensitive data without checking your organisation’s AI policy first.

CalendarTravelBoard PacksEventsStakeholdersExpenses

📅

Calendar Management

17 Prompts

Diary Audit

Weekly Calendar Review and Optimisation

“Review the following schedule for [executive name] for the week of [date]. Identify back to back meetings with no transition time, any conflicts, and meetings that could be shortened or converted to an email. Suggest an optimised version that protects at least [X] hours of focused work time. Format as a clear comparison: current vs recommended.”Copy

Tip: Include the actual schedule in your message for a fully tailored output.

Meeting Prep

Pre Meeting Briefing Note

“Draft a one page briefing note for [executive name] ahead of a meeting with [attendee names and titles] on [date]. The purpose of the meeting is [purpose]. Key topics: [list topics]. Format with sections for: Objective, Attendees, Key Points, Questions to Raise, Desired Outcome.”Copy

Tip: Add any previous meeting notes or relationship context for a more personalised brief.

Scheduling

Meeting Request Response; Polite Decline

“Draft a professional and warm response declining a meeting request on behalf of [executive name] from [sender name]. The reason is [brief reason]. Offer an alternative where appropriate: [alternative option]. Keep it concise, respectful and in keeping with a senior executive’s tone.”Copy

Tip: Adjust warmth based on the seniority and importance of the recipient.

Scheduling

Multi Party Meeting Coordination

“Draft an email to coordinate a meeting between [list of attendees and their roles] on behalf of [executive name]. Purpose: [purpose]. Duration: [X] minutes. Suggest three time slots across the week of [date range], noting any known constraints: [constraints]. Keep the tone professional and efficient.”Copy

Tip: Use a scheduling tool like Doodle or Microsoft Bookings alongside this for large groups.

Focus Time

Protecting Principal Focus Time

“My executive currently has [X] hours of meetings per day. Draft a diary policy memo explaining: why protected focus time matters, how meeting requests should be submitted, what qualifies as urgent, and the preferred days and times for recurring meetings. Write in a professional but approachable tone.”Copy

Tip: Get sign off from your executive before circulating. Frame it as coming from them, not you.

Rescheduling

Last Minute Reschedule Communication

“Draft an apologetic but professional message rescheduling a meeting between [executive name] and [other party] that was due on [date and time]. Reason: [brief reason]. Propose [alternative date and time]. Maintain a tone that is respectful of the other party’s time and preserves the relationship.”Copy

Tip: For high value external relationships, consider a follow up call in addition to the email.

Board Scheduling

Annual Board Calendar Planning

“Help me plan an annual board meeting calendar for [company name] for [year]. The board meets [frequency]. Key events to build around: [AGM date, financial year end, reporting deadlines, regulatory requirements]. Draft a proposed schedule in table format: Meeting Date, Type, Key Agenda Items, Preparation Deadlines, Notes.”Copy

Tip: Cross reference with your CFO and Company Secretary before finalising board dates.

Time Zones

Global Meeting Time Zone Coordination

“I need to schedule a meeting with attendees in: [list cities and countries]. Duration: [X] minutes. Identify the best time slot that sits within working hours for the majority, noting which location will need to accommodate outside standard hours. Present options in a clear table format.”Copy

Tip: Always confirm daylight saving differences when scheduling across regions in March, October and November.

Agenda

One to One Meeting Agenda Template

“Create a standing one to one agenda template for weekly meetings between [executive name] and [direct report name]. Sections: Updates since last meeting; Priorities for the week ahead; Blockers and support needed; Strategic items; Actions and owners. Format as a reusable fillable template.”Copy

Tip: Share this with both parties ahead of the first meeting so they come prepared.

Reminders

Pre Meeting Reminder Sequence

“Draft three reminder messages for an upcoming meeting: one 48 hours before, one the morning of, one 15 minutes before. Meeting: [description]. Attendees: [names]. Location or dial-in: [details]. Each reminder should include joining information and be appropriately brief. Write in a tone suited to internal senior communications.”Copy

Tip: Automate the 48 hour reminder using Outlook or Google Calendar where possible.

Out of Office

Executive Out of Office Message

“Draft an out of office auto reply for [executive name] unavailable from [date] to [date]. Urgent matters to be directed to [name and contact]. Non-urgent matters will be responded to on return [date]. Write in a professional but personable tone that reflects a senior leadership style.”Copy

Tip: Set up separate internal and external out of office messages if your system allows; they may need different contacts listed.

Prioritisation

Weekly Priority Matrix for Executive

“Based on the following tasks and commitments for [executive name] this week: [paste list]. Organise into an Eisenhower matrix: Urgent and Important; Important but Not Urgent; Urgent but Not Important; Neither. Suggest which items could be delegated and to whom, based on team structure: [brief team overview].”Copy

Tip: Run this exercise every Monday morning to set the tone for the week and reduce reactive working.

Delegation

Delegation Communication to Team

“Draft an internal message from [executive name] to [team member name] delegating the following task: [task description]. Include: clear instructions on what is required; the deadline; expected output format; who to contact with questions; and any relevant background context. Keep it direct and actionable.”Copy

Tip: Always confirm the delegate has capacity before sending. A delegated task without bandwidth is still your problem.

Conflict Resolution

Diary Conflict Resolution Note

“I have a diary conflict for [executive name] on [date]. Double booked for: [Meeting A] and [Meeting B]. Draft a note presenting both options clearly, the implications of attending or missing each, and a recommendation based on this context: [context]. Format as a brief decision note for the executive to review.”Copy

Tip: Always present the decision to the executive rather than making it unilaterally for high stakes conflicts.

Travel Blocking

Pre and Post Travel Diary Blocking

“My executive is travelling from [location] to [location] on [date], departing [time], arriving [time]. Draft a diary blocking plan including: buffer time before departure; travel time; arrival recovery time; and the earliest realistic time for commitments on arrival. Flag meetings that should be moved and suggest alternatives.”Copy

Tip: Block at least 90 minutes before any international departure and 60 minutes on arrival before the first commitment.

Meeting Audit

Recurring Meeting Value Audit

“Here is a list of recurring meetings in [executive name]’s diary: [list meetings with frequency and duration]. Assess each against these criteria: Does it require the executive’s attendance? Could it be shortened? Could it be replaced by a written update? Produce a recommendation table with suggested actions for each.”Copy

Tip: Run this audit quarterly. Diaries accumulate meetings that outlive their purpose.

End of Day

End of Day Diary Summary

“Based on today’s schedule for [executive name]: [paste diary]. Draft a concise end of day summary covering: what was completed; actions arising; anything deferred and needing rescheduling; and the key priorities for tomorrow. Format as a short bullet list suitable for a 60 second read.”Copy

Tip: Send this by 4:30pm each day. It helps the executive switch off knowing nothing has been missed.

✈️

Travel Planning

17 Prompts

Itinerary

Full Executive Travel Itinerary

“Create a detailed travel itinerary for [executive name] from [origin] to [destination], [start date] to [end date]. Include: flight details, hotel, all meetings and events, ground transportation, restaurant reservations if applicable, and contingency notes. Format chronologically with clear time stamps and location details for each entry.”Copy

Tip: Always include the hotel address, direct line and reservation number. Never assume the executive has it saved.

Hotel

Hotel Research Brief

“Find a hotel for [executive name] in [city] from [check-in] to [check-out]. Requirements: [five star, within 15 minutes of city centre, gym, quiet rooms, late checkout flexibility, corporate rate if applicable]. Budget: [if applicable]. Draft a shortlist brief I can use to research and compare three options, including what to check for each property.”Copy

Tip: Always call the hotel directly to confirm executive preferences such as floor level, pillow type and in room requirements.

Visa

Visa Requirements Research

“My executive holds a [nationality] passport and is travelling to [destination] for [business or tourism] from [date] to [date]. What visa requirements should I be aware of? Include: whether a visa is required; processing time; documents needed; any business-specific considerations; and any current entry restrictions. Note that I should verify with the official embassy website before proceeding.”Copy

Tip: Always verify visa requirements directly with the relevant embassy. Requirements change frequently.

Ground Transport

Airport Transfer Briefing

“Draft a ground transportation briefing for [executive name] arriving at [airport] on [date] at [time]. Destination: [hotel or address]. Include: recommended transfer options in order of preference; estimated journey time; cost comparison if relevant; tips for this specific airport; and pre-booked transfer contact details: [details].”Copy

Tip: For VIP travellers, always pre-book. Never leave airport transfers to chance on a tight schedule.

Packing

Executive Packing List by Trip Type

“Create a comprehensive packing list for [executive name] for a [X] day [trip type] to [destination] in [month]. Climate: [weather]. Include sections for: Business attire; Casual and evening wear; Tech and documents; Toiletries and health; Travel essentials. Flag any destination-specific considerations.”Copy

Tip: Keep a master packing list saved and adapt it per trip. Starting from scratch every time wastes time.

Emergency

Travel Emergency Contacts Sheet

“Create a travel emergency contacts document for [executive name] travelling to [destination] from [date] to [date]. Include: Local emergency services; Nearest hospital to hotel; Company emergency contact; Travel insurance 24 hour helpline; Embassy contact; Hotel direct line; Personal emergency contact; Car hire or transfer company. Format as a clean one page reference.”Copy

Tip: Print this and place it in the travel wallet alongside the passport. Physical is essential in a true emergency.

Flights

Flight Options Comparison Brief

“I am booking flights for [executive name] from [origin] to [destination] on [date]. Preferred departure time: [morning, afternoon or flexible]. Preferred airline: [if applicable]. Class: [business or first]. Provide a framework for comparing options: departure and arrival times; total journey time; airline and aircraft type; layover details; and cost. Format as a comparison table.”Copy

Tip: Always check if the executive has airline status before booking. Lounge access and upgrades may be available.

Dining

Restaurant Research and Reservation Brief

“Book a restaurant in [city] for [executive name] and [number] guests on [date] at approximately [time]. Occasion: [client dinner, team celebration, informal working lunch]. Requirements: [private dining room, contemporary cuisine, Michelin standard, suitable for business conversation]. Draft a brief I can use to shortlist three options including what to confirm when reserving.”Copy

Tip: Always ask about dietary requirements from all guests before booking. Confirm the reservation 24 hours before.

Expense

Post Travel Expense Summary

“Help me draft a post travel expense summary for [executive name]’s trip to [destination] from [date] to [date]. Categories: Flights; Accommodation; Ground transportation; Meals and entertainment; Miscellaneous. Format as a table: Date, Category, Description, Amount, Currency, GBP Equivalent, Receipt Reference. Include a total row.”Copy

Tip: Collect and photograph all receipts daily during travel. Chasing them retrospectively wastes significant time.

Pre Travel

Pre Travel Checklist for Executive

“Create a pre travel checklist for [executive name] before departing for [destination] on [date]. Include checks across: Documents [passport validity, visa, travel insurance]; Technology [devices charged, adaptors, VPN]; Diary [out of office set, contacts notified, items delegated]; Health [vaccinations, medication]; Financials [travel cash, corporate card limit]. Format as a printable checklist.”Copy

Tip: Complete this 48 hours before departure, not on the morning of travel. Fixes need time.

Culture

Destination Business Culture Briefing

“My executive is travelling to [country] for business meetings. Draft a concise cultural briefing covering: Business etiquette and meeting norms; Greeting conventions; Gift giving customs if applicable; Dress code expectations; Dining etiquette; Common mistakes to avoid; Any religious or public holiday considerations during [travel dates]. Keep it practical and actionable.”Copy

Tip: Share this briefing 48 hours before travel, not on the day of departure.

Group Travel

Multi Person Group Travel Coordination

“I am coordinating travel for [number] people from [company] attending [event] in [destination] from [date] to [date]. Travellers: [names, departure cities if different]. Create a coordination framework covering: Individual travel arrangements; Group hotel booking; Shared ground transportation; Group dinner arrangements; and a communication plan to keep all travellers informed. Format as a project plan.”Copy

Tip: Appoint one point of contact per traveller group if coordinating across multiple departure cities.

Disruption

Flight Disruption Response Plan

“My executive’s flight from [origin] to [destination] on [date] has been [cancelled or significantly delayed]. Their next commitment is [event] at [time]. Draft a response plan covering: Immediate rebooking options; Who to notify and what to say; Accommodation if overnight stay required; Compensation claim process; and a communication template to send to affected meeting attendees explaining the delay professionally.”Copy

Tip: Save airline disruption phone numbers and your travel agent’s emergency line before every trip.

Loyalty

Loyalty Programme Tracker Template

“Create a loyalty programme tracker for [executive name] covering memberships across: Airlines [list]; Hotels [list]; Car hire [list]; Restaurants or concierge clubs [list]. For each: Programme name; Membership number; Current tier; Points or miles balance; Points expiry date; Next tier threshold; Notes on preferred benefits. Format as a clean reference document updated quarterly.”Copy

Tip: Set a quarterly calendar reminder to check points balances. Expiring points represent real money.

Briefing

Travel Day Briefing Note

“Draft a travel day briefing note for [executive name] departing for [destination] today. Include: Pickup time and location; Flight number, terminal and check-in deadline; Lounge access details; Arrival time local and GMT; Ground transfer on arrival; Hotel check-in details; First commitment on arrival and prep required. Format as a clean one page brief.”Copy

Tip: Send this the evening before, not on the morning of travel. Mornings are for execution, not reading.

Insurance

Travel Insurance Summary Note

“Summarise the key elements of the following travel insurance policy for [executive name] in plain language: [paste policy summary or key details]. Include: Medical coverage limits; Trip cancellation; Baggage and electronics; Emergency evacuation; 24 hour helpline number; Claim process overview. Format as a one page reference card the executive can save to their phone.”Copy

Tip: Never assume corporate travel insurance covers personal devices. Check the policy every year as terms change.

Debrief

Post Trip Debrief and Actions Summary

“Draft a post trip debrief template for [executive name] after returning from [destination]. Sections: Meetings attended and key outcomes; Relationships developed; Follow up actions and owners; Lessons for future trips to this destination; Logistical issues to note; Expenses submitted. Format as a one page fillable document.”Copy

Tip: Complete the debrief within 24 hours of return while details are fresh.

📋

Board Packs

17 Prompts

Structure

Board Pack Structure and Contents Template

“Draft a standard board pack structure for [company name] for a [quarterly or monthly] board meeting. The company is a [brief description]. Include recommended sections in order, suggested page limits per section, and a note on who is responsible for each element. Format as a reusable contents template.”Copy

Tip: Circulate the structure to all contributors at least three weeks before the board date.

Agenda

Board Meeting Agenda Draft

“Draft a formal board meeting agenda for [company name] on [date] at [time]. Location: [venue or virtual]. Attendees: [list board members and titles]. Standing items: [apologies, minutes of last meeting, matters arising, CEO report, financial update, risk register, AOB]. Additional items this quarter: [list]. Allocate time to each item. Format formally with company name and meeting reference at the top.”Copy

Tip: Send the agenda at least five working days before the meeting. Late agendas result in unprepared board members.

Minutes

Board Meeting Minutes Template

“Create a formal board meeting minutes template for [company name]. Include: Meeting date, time and location; Attendees and apologies; Chair of meeting; Agenda items with space for discussion notes, decisions and actions; Action table at the end with owner, action and deadline for each item; Next meeting date; Signature line for chair approval. Format to a professional governance standard.”Copy

Tip: Minutes should record decisions and actions, not a verbatim transcript. Keep them factual and concise.

Actions

Board Action Tracker

“Create a board action tracker for [company name] to manage outstanding actions from board meetings. Columns: Action reference; Description; Owner; Meeting raised; Due date; Status [Open, In Progress, Complete, Deferred]; Update notes; Date closed. Include a summary at the top showing total open actions by owner. Format for ongoing use across multiple board cycles.”Copy

Tip: Circulate the action tracker to action owners two weeks before each board meeting for status updates.

Executive Summary

CEO Report Executive Summary

“Help me draft a CEO report executive summary for the board pack of [company name] for the period [date range]. Key highlights: [list 3 to 5]. Key challenges: [list]. Strategic priorities for next quarter: [list]. Financial headline [if appropriate]: [brief note]. Write in a confident, authoritative tone suitable for a board audience. Maximum one page.”Copy

Tip: The CEO report sets the tone for the whole pack. Lead with the most important point, not background context.

Risk

Risk Register Summary for Board

“Draft a risk register summary for the board pack of [company name]. Include a table: Risk ID; Description; Category [financial, operational, regulatory, reputational]; Likelihood; Impact; Risk rating; Current controls; Owner; Status. Include five to eight example risks relevant to a [industry type] business that I can adapt.”Copy

Tip: The board should see risk trends over time, not just a static snapshot. Include a comparison to the previous quarter.

Decision Log

Board Decision Log Template

“Create a board decision log for [company name] to maintain a formal record of all decisions made at board level. Columns: Decision reference; Date; Meeting or context; Decision description; Rationale; Vote outcome; Implementation owner; Target date; Status. Format for ongoing use as a governance document.”Copy

Tip: The decision log is a governance document. Treat it with the same care as board minutes and store it securely.

Consolidation

Board Pack Compilation Checklist

“Create a board pack compilation checklist for [company name] to use each cycle. Include: All required documents and their owners; Submission deadlines; Formatting requirements; Review and approval steps; Distribution list; Confidentiality marking requirements; Archive and storage process. Format as a step by step checklist with responsible owner column.”Copy

Tip: Build in a two day buffer between final submission and distribution. Something always needs a last minute amendment.

Governance

Annual Governance Calendar Overview

“Draft an annual governance calendar for [company name] for [year]. Include all: board meetings; committee meetings [Audit, Risk, Remuneration]; AGM; key financial reporting deadlines; regulatory filing dates; and other governance events. Format as a monthly overview table to share with the board and company secretary.”Copy

Tip: Share this in January each year and update immediately when dates change. A stale governance calendar creates compliance risk.

Presentation

Board Presentation Slide Structure

“Help me structure a board presentation on [topic] for [company name] board meeting on [date]. Presenter: [name and role]. Objective: [objective]. Time allocated: [X] minutes. Suggest a slide by slide structure including: title slide; executive summary; key findings; supporting data; recommendations; next steps; Q and A prompt. Board-appropriate: concise, visual and decision focused.”Copy

Tip: The presentation should add context and prompt discussion, not repeat what is already written in the pack.

Apologies

Board Apology and Proxy Arrangement

“Draft a formal apology letter for [board member name] unable to attend the board meeting of [company name] on [date]. Include: apologies for absence; confirmation they have reviewed the board pack; any comments or questions to raise via the chair; and if applicable, appointment of [proxy name] to vote on their behalf. Format to a formal governance standard.”Copy

Tip: Check the company articles for the correct proxy appointment process before using this template.

Follow Up

Post Board Meeting Communication

“Draft a post-board meeting communication from [Chair or CEO name] to all board members following the meeting on [date]. Include: key outcomes and decisions; actions agreed and their owners; date of next meeting; and immediate next steps. Keep it concise, warm and professional. This should feel like a considered follow up, not a formal document.”Copy

Tip: Send this within 48 hours of the meeting while it is still fresh for all attendees.

Confidentiality

Board Pack Confidentiality Reminder

“Draft a confidentiality reminder to accompany the board pack for [company name] for the [date] meeting. Cover: the confidential nature of the pack; instructions for secure storage and disposal; prohibition on sharing with third parties; digital security guidance; and who to contact if they believe the document has been compromised. Keep it firm but professional.”Copy

Tip: Consider using a board portal such as Diligent or BoardEffect for secure pack distribution rather than email.

New Member

New Board Member Induction Pack Outline

“Create an induction pack outline for a new board member joining [company name]. Include sections for: Company overview and history; Organisational structure; Board composition and biographies; Governance framework and key policies; Key financial information; Strategic plan; Upcoming board calendar; Key contacts; Practical information [expenses, IT access, meeting logistics]. Format as a structured contents page I can build out.”Copy

Tip: Schedule one to ones with the chair, CEO and company secretary as part of the induction. Documents alone are not enough.

Matters Arising

Matters Arising Review Note

“Help me draft a matters arising note for the upcoming board meeting of [company name] on [date]. Based on actions from the previous meeting on [date]: [paste action list]. For each action provide a status framework with columns: Action; Owner; Due Date; Status; Update for the Board. Show a mix of completed, in progress and deferred items.”Copy

Tip: Chase action owners for updates at least one week before the board meeting, not the day before.

KPIs

KPI Dashboard Summary for Board

“Create a KPI dashboard summary for the board pack of [company name] in [industry]. Suggest eight to twelve KPIs appropriate for board level oversight across financial performance, operational efficiency, people and customer metrics. For each: Metric name; Current result; Target; Variance; Trend; RAG status [Red, Amber, Green]. Format as a clean dashboard table.”Copy

Tip: Six to eight well chosen KPIs are more useful than twenty the board cannot meaningfully discuss.

Glossary

Board Pack Glossary of Terms

“Create a glossary of terms for new or non executive board members of [company name] in [industry]. Include plain-language definitions for: common financial terms; governance terminology; industry-specific acronyms; and any company-specific language. Format as a clean A to Z reference appendix suitable for inclusion in a board induction pack.”Copy

Tip: Update the glossary annually. Language evolves and a stale glossary creates confusion rather than clarity.

✦

Event Planning

17 Prompts

Brief

Event Production Brief

“Draft a comprehensive event production brief for [event name] on [date] at [venue or TBC]. Host: [company name]. Attendance: [number]. Event type: [corporate dinner, leadership summit, client retreat]. Budget: [range]. Include sections for: Event objectives; Guest profile; Format and running order overview; Catering; AV requirements; Branding; Supplier requirements; Timeline and key milestones.”Copy

Tip: Share this brief with all suppliers simultaneously. Inconsistent briefing leads to inconsistent execution.

Run of Show

Event Run of Show Template

“Create a detailed run of show for [event name] on [date] at [venue]. Event runs from [start] to [end]. Key programme elements: [list main segments, speakers, meals, networking]. Format as a minute by minute timeline: Time; Item; Duration; Owner; Notes and technical cues. Include setup and breakdown time.”Copy

Tip: Share the run of show with all suppliers 48 hours before the event. Walk the venue with key team members the day before.

Budget

Event Budget Template

“Create a detailed event budget for [event name] with total budget [amount]. Include line items for: Venue hire; Catering; AV and production; Accommodation; Transportation; Printing; Entertainment; Gifts; Staffing; Contingency [10 to 15 percent]. For each: Budget allocated; Actual spend; Variance; Supplier name; Payment status.”Copy

Tip: Always ring-fence your contingency budget. The unexpected is not a question of if but when on any large event.

Vendor

Vendor Briefing and Comparison Template

“Create a vendor briefing template for [event name] to send to multiple suppliers for [category e.g. catering, AV, florist]. Include: Event overview; Exact scope required; Key dates and deadlines; Budget range; Site visit requirements; Questions for their proposal; and Evaluation criteria. Format professionally for direct supplier distribution.”Copy

Tip: Always brief a minimum of three suppliers per category. A single quote is not a budget; it is a price.

Guest Management

Guest List and RSVP Tracker

“Create a guest management tracker for [event name] on [date] with [number] expected attendees. Columns: Guest name; Organisation; Role; Invitation sent date; RSVP status [Confirmed, Declined, Awaiting]; Dietary requirements; Accessibility requirements; Plus one; Seating allocation; VIP status; Notes. Include a summary dashboard showing total invited, confirmed and outstanding.”Copy

Tip: Close RSVP tracking five working days before the event to allow time to finalise catering numbers and seating.

Invitation

Formal Event Invitation Draft

“Draft a formal event invitation for [event name] hosted by [host name or company] on [date] at [venue]. The event is [brief description]. Dress code: [if applicable]. RSVP: [deadline and contact]. Write in a tone that is warm but appropriately formal for a senior professional audience. Include a note that dietary requirements should be communicated with the RSVP.”Copy

Tip: Always proofread the event name, date, time and venue three times before sending. These are the errors guests remember.

Catering

Catering Brief for Event

“Draft a catering brief for [event name] on [date] at [venue]. Guest numbers: [number]. Format: [seated three course dinner, standing reception with canapes, working lunch]. Budget per head: [amount]. Dietary requirements: [list]. Service style: [silver service, family style, buffet]. Include questions around: Menu options; Staffing; Setup and breakdown; Licensing; Allergen management.”Copy

Tip: Always request a tasting for events over 50 guests or budgets over £10,000.

Post Event

Post Event Debrief Report

“Draft a post event debrief report template for [event name] held on [date] at [venue]. Include: Event overview and objectives; Attendance summary; Budget summary; What worked well; What could be improved; Supplier performance ratings; Guest feedback summary; Key actions for future events; Recommended changes for next edition. Format as a formal internal report.”Copy

Tip: Complete the debrief within one week of the event. Delay leads to lost detail.

Communications

Pre Event Guest Communication Sequence

“Draft three guest communications for [event name] on [date]. Email one [X weeks before]: save the date and headline details. Email two [X days before]: full logistics including venue, timings, dress code, parking. Email three [day before]: warm welcome note with key contacts on the day and arrival information. Write for a senior executive audience.”Copy

Tip: Always include a named contact guests can reach on the day for last minute logistics queries.

Venue

Venue Research and Comparison Brief

“Sourcing a venue for [event name] in [city] on [date] for [number] guests. Format: [conference with breakout rooms and evening dinner]. Requirements: [natural light, AV capabilities, private dining, parking, hotel rooms on site]. Budget for venue hire: [amount]. Draft a venue comparison brief including: what to assess at site visits; questions to ask; and a scoring matrix to evaluate options.”Copy

Tip: Never book a venue you have not visited in person. Floor plans and photographs are never the full picture.

Logistics

Event Day Logistics Checklist

“Create a comprehensive event day logistics checklist for [event name] on [date] at [venue]. Organise by time from setup to close and breakdown. Include checks for: Venue setup and signage; AV and technical; Catering arrival; Registration; Speaker briefings; Run of show timings; On-site team roles; Contingency items [spare name badges, extension leads, first aid location]. Format as a printable master checklist.”Copy

Tip: Assign one person to own the run of show and one person to own guest experience on the day. Do not let one person do both.

Supplier

Supplier Confirmation and Briefing Pack

“Draft a supplier confirmation document for [supplier name] for [event name] on [date] at [venue]. Include: Confirmed scope of services; Agreed fee and payment terms; Setup and arrival time; Site contact on the day and number; Key timings relevant to their role; Specific instructions; Health and safety requirements; Parking and access. Format as a formal supplier confirmation letter.”Copy

Tip: Follow up every written supplier confirmation with a phone call one week before the event.

Seating

Seating Plan Strategy for Event Dinner

“Help me develop a seating plan strategy for a dinner of [number] guests at [event name]. Guest profile: [description]. Key considerations: [host at each table, no two guests from same organisation seated together, VIP placement near top table]. Draft a seating principles document and a table plan template I can populate with the final guest list.”Copy

Tip: Finalise seating no earlier than 48 hours before the event. Late RSVPs are inevitable.

Gifting

Guest Gift and Amenity Brief

“Source guest gifts for [number] attendees at [event name] in [location] on [date]. Guest profile: [description]. Budget per gift: [amount]. Event theme or aesthetic: [description]. Draft a gifting brief including: suggested gift categories appropriate for the audience; sourcing considerations; personalisation options; packaging requirements; delivery logistics. Suggest five specific gift concepts within the budget.”Copy

Tip: For international guests, check import restrictions on food, plant-based or leather items before finalising.

Feedback

Post Event Guest Feedback Survey

“Draft a post event feedback survey for guests who attended [event name] on [date]. Maximum eight questions. Include: Overall satisfaction rating; Ratings for specific elements [venue, catering, content, networking]; What they valued most; What could be improved; Likelihood to attend again; Any other comments. Write in a warm and appreciative tone.”Copy

Tip: Send the survey within 24 to 48 hours of the event. Response rates drop significantly after 72 hours.

AV

AV and Technical Requirements Brief

“Draft an AV and technical requirements brief for [event name] on [date] at [venue]. Format: [description]. Include requirements for: Presentation screens; Microphones [handheld, lapel, lectern]; Live streaming if applicable; Sound system; Lighting; Recording; Wi-Fi capacity for [number] guests; Technical run through schedule; and on site technician hours. Format as a brief I can send directly to an AV supplier for quoting.”Copy

Tip: Always schedule a technical run through with all speakers at least two hours before guest arrival.

Milestone

Event Project Timeline and Milestones

“Create a project timeline for [event name] on [event date]. Work backwards from the event date to today [current date]. Include milestones for: Initial brief sign off; Venue selection; Supplier bookings; Guest list and invitations; RSVP deadline; Final numbers to catering; Run of show sign off; Setup day; Event day; Post-event debrief. Format as a Gantt-style timeline with owner column.”Copy

Tip: Build your timeline working backwards from the event date. It is the only way to identify where you are already behind.

🤝

Stakeholder Communication

16 Prompts

Introduction

Executive Introduction Email

“Draft an introduction email on behalf of [executive name] to [recipient name and title] at [organisation]. Purpose: [reason e.g. open a conversation about a potential partnership, introduce a new team member, follow up after a conference]. Tone: [warm and conversational or formal and corporate]. Keep it concise with a clear call to action. Write in first person as [executive name].”Copy

Tip: Always confirm the executive is happy with the tone before sending introductions on their behalf.

Follow Up

Post Meeting Follow Up Email

“Draft a follow up email from [executive name] to [recipient name] after their meeting on [date]. The meeting covered: [brief summary]. Key actions agreed: [list with owners]. Next steps: [what happens next]. Tone: professional and warm. Include a line that [executive name] valued the conversation. Maximum 150 words and close with a clear next step.”Copy

Tip: Send follow up emails within 24 hours. After 48 hours the window for impact closes significantly.

Sensitive

Sensitive Communication Drafting

“Help me draft a sensitive communication on behalf of [executive name] to [recipient] regarding [situation, without confidential specifics]. The message needs to: acknowledge the situation with empathy; be clear on the position or decision; avoid language that could be misinterpreted; and close constructively. Tone: [firm but fair or empathetic or formal and direct]. Draft three alternative versions.”Copy

Tip: Never send a sensitive communication without the executive reviewing and approving it in full.

Stakeholder Map

Stakeholder Mapping Framework

“Build a stakeholder map for [executive name] covering key relationships across [organisation or project]. Framework categorising by: Level of influence; Level of interest; Relationship quality [Strong, Developing, At risk]; Communication frequency required; Preferred communication method; Key priorities and motivations; Notes on approach. Include a priority engagement list at the end.”Copy

Tip: Review the stakeholder map quarterly. Relationships and priorities shift. An outdated map is more dangerous than no map at all.

Announcement

Internal Announcement Draft

“Draft an internal announcement from [executive name] regarding [topic e.g. new appointment, strategic change, company milestone]. Audience: [all staff or specific team]. Key messages: [list]. Tone: [inspiring or factual or empathetic]. Avoid corporate clichés. Write in first person as [executive name]. Maximum 250 words.”Copy

Tip: Internal announcements set the emotional tone for how change is received. The first paragraph is everything.

Negotiation

Supplier Negotiation Briefing Note

“Prepare a negotiation briefing note for [executive name] ahead of a supplier negotiation with [supplier name] regarding [contract or service]. Include: Our current position; What we want to achieve; Our walk away point; Key leverage points; Potential concessions; Risks to be aware of; Recommended opening position; Suggested negotiation tactics. Format as a one page pre meeting brief.”Copy

Tip: Never enter a supplier negotiation without knowing your walk away point in advance.

Thank You

Executive Thank You Note

“Draft a personalised thank you note from [executive name] to [recipient name] following [occasion]. The tone should feel genuine and specific, not templated. Include a reference to [specific detail] to make it personal. Format as either a short email or handwritten note style: [email or handwritten].”Copy

Tip: A handwritten thank you from a senior executive is rare enough to be genuinely memorable. Consider it for high value relationships.

Complaint

Formal Complaint Response Draft

“Draft a formal response to a complaint received by [company name] from [complainant, no names] regarding [nature of complaint, without confidential specifics]. The response should: acknowledge the complaint with empathy; state our position clearly; outline what action has been or will be taken; include a resolution timeline if applicable; and close in a way that protects the relationship. Tone: professional, measured and accountable.”Copy

Tip: Involve your legal or compliance team if the matter carries any regulatory or legal risk.

Briefing

Stakeholder Briefing Document

“Draft a stakeholder briefing document for [executive name] on [key stakeholder name and organisation]. Include: Who they are and their role; Their relationship history with [company name]; Key priorities and interests; Any sensitivities or known concerns; Recent relevant interactions; Recommended approach for the upcoming [meeting or call]; Questions to avoid; Suggested conversation starters.”Copy

Tip: Build and maintain a relationship profile for every key stakeholder. Update it after every meaningful interaction.

LinkedIn

Executive LinkedIn Post Draft

“Draft a LinkedIn post for [executive name] on [topic]. Audience: [financial services professionals, founders, C suite leaders]. Tone: [thought leadership or personal and human or industry commentary]. Open with a strong first line that stops the scroll; develop one clear idea; close with a question or call to action. Maximum 200 words. No emojis unless specified.”Copy

Tip: Always share draft posts with the executive for review. Their voice and reputation are on the line, not yours.

Conflict

Conflict Resolution Communication

“Help me draft a communication on behalf of [executive name] to address a tension with [other party, no names or confidential detail]. Situation: [neutral description]. Desired outcome: [resolution]. The message should: acknowledge the other party’s perspective; state our position without being defensive; propose a constructive path forward; and maintain the relationship. Draft two versions: one for email and one for a conversation opening.”Copy

Tip: For significant conflicts, always recommend the executive speaks directly. Tone is lost in written communication.

Referral

Professional Referral or Recommendation Letter

“Draft a professional referral letter from [executive name] for [individual name and role]. Key strengths: [list 3 to 4]. Specific example of their work: [brief example without confidential detail]. Tone: warm, credible and specific. Avoid generic phrases. This should read as a genuine endorsement from a senior leader who knows this person’s work well.”Copy

Tip: Specific examples always outperform general praise. One concrete result is worth ten adjectives.

Newsletter

Executive Newsletter Draft

“Draft a [monthly or quarterly] executive newsletter from [executive name] to [audience]. Key updates this edition: [list 3 to 5 topics]. Tone: [engaging and human or formal and authoritative]. Include: an opening personal note from [executive name]; a brief summary of each update; a closing forward looking statement. Maximum 400 words. Avoid corporate filler language.”Copy

Tip: The opening personal note is the most read section. Make it feel like a real person wrote it.

Board Update

Board Member Individual Update Email

“Draft an individual update email from [executive name] to a specific board member [described by role] regarding [topic e.g. a significant development, a decision requiring board awareness, a risk that has emerged]. The communication should: be concise and factual; present the key information clearly; note any action required; and indicate the urgency level. Format for email.”Copy

Tip: Never surprise a board member at a board meeting. Communicate significant developments promptly between meetings.

Media

Media Enquiry Response Template

“Draft a template response to a media enquiry received by [company name] from a journalist at [publication] regarding [topic, described broadly]. The response should: acknowledge the enquiry; confirm whether [company name] is in a position to comment; provide a brief factual statement if appropriate; and direct further enquiries to [communications contact]. Tone: professional, measured and factual.”Copy

Tip: Never respond to a media enquiry without communications or legal sign off. There are no informal conversations with journalists.

Onboarding

New Stakeholder Welcome Communication

“Draft a welcome communication from [executive name] to a new [client, partner, investor or board member] joining [company name]. Include: a warm and genuine welcome; an overview of what to expect from the relationship; key contacts they should know; an invitation to a first meeting or call; and a personal note that makes the communication feel considered rather than templated.”Copy

Tip: The first communication a new stakeholder receives sets the tone for the entire relationship. Make it genuinely personal.

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Expense Management

16 Prompts

Policy

Expense Policy Summary for Executive

“Summarise the key points of the following expense policy for [executive name] in plain language: [paste policy extract or key rules]. Include: what is claimable and what is not; approval thresholds; receipt requirements; submission deadlines; any category-specific limits; and the submission process. Format as a one page quick reference guide.”Copy

Tip: Review the expense policy with the executive at the start of each financial year. Policies update more often than people realise.

Claim

Expense Claim Preparation Checklist

“Create a monthly expense claim preparation checklist for [executive name] to complete before submitting to [finance team]. Steps: Collecting all receipts [digital and physical]; Checking each item against the expense policy; Categorising expenses correctly; Converting foreign currency at the correct rate; Adding business purpose notes; Completing the claim form; Submitting by deadline [date]. Format as a printable monthly checklist.”Copy

Tip: Set a recurring calendar reminder two days before the monthly expense deadline. Late submissions delay reimbursement for the whole team.

Entertainment

Client Entertainment Expense Justification

“Draft an expense justification note for a client entertainment claim on behalf of [executive name]. Event: [description] on [date]. Attendees: [number and their organisations, no names needed]. Business purpose: [brief explanation of the business relationship and purpose]. Total cost: [amount]. Format as a formal business purpose note suitable for attaching to an expense claim.”Copy

Tip: Document the business purpose at the time of the event, not retrospectively. Memory fades and finance teams ask detailed questions.

Currency

Foreign Currency Expense Reconciliation

“Reconcile the following foreign currency expenses for [executive name]’s trip to [destination] from [date] to [date]. Expenses in [currency]: [list items and amounts]. Convert each to GBP using the approximate rate of [rate]. Present as a reconciliation table: Date; Description; Original Currency; Amount; Exchange Rate; GBP Amount; Category. Include a GBP total.”Copy

Tip: Always use the rate on the date of the transaction, not a rounded estimate. Finance teams will check and discrepancies create delays.

Budget

Department Budget Tracking Template

“Create a monthly budget tracking template for [department or cost centre] with annual budget of [amount]. Include line items for: [main cost categories]. For each: Annual Budget; Monthly Budget; Month to Date Actual; Year to Date Actual; Variance; Forecast to Year End; Notes. Include a summary row and a traffic light RAG indicator for each line.”Copy

Tip: Review the budget tracker weekly, not monthly. By the time a monthly review flags an overspend, it is often too late to correct course.

Approval

Out of Policy Expense Approval Request

“Draft an out of policy expense approval request on behalf of [executive name] for [description of expense] costing [amount]. The expense exceeds the policy limit of [policy limit] because [reason]. Business justification: [explanation]. Approval sought from [approver name and title]. Format as a formal approval request that presents the case clearly and professionally.”Copy

Tip: Seek approval before incurring the expense where possible. Retrospective requests are harder to approve and harder to explain.

Quarterly

Quarterly Expense Summary Report

“Create a quarterly expense summary report for [executive name] covering [Q1, Q2, Q3 or Q4] of [year]. Include: Total spend by category; Comparison to budget; Comparison to same quarter last year; Top five individual expenses by value; Notable variances and explanations; Forecast for next quarter. Format as a one page summary suitable for sharing with a finance director or CFO.”Copy

Tip: A proactive quarterly summary positions the EA as a financial partner rather than an administrator. It builds trust with the finance team.

Vendor

Invoice Query Response Draft

“Draft a professional email to [supplier name] querying an invoice dated [date] for [amount]. The query relates to: [description of discrepancy e.g. amount does not match the agreed quote, duplicate invoice received]. Request a corrected invoice or clarification by [date]. Tone: professional and factual without being accusatory.”Copy

Tip: Never pay a queried invoice while the query is open. Always document the query in writing before raising it verbally.

Coding

Expense Coding Reference Guide

“Create an expense coding reference guide for [executive name] based on the following chart of accounts: [paste list of codes and descriptions]. For each code include: the code; what it covers; common examples of expenses; and common mistakes to avoid. Format as a quick reference guide the executive can consult when completing expense claims.”Copy

Tip: Miscoded expenses are the biggest cause of expense claim delays. A reference guide pays for itself in time saved.

Audit

Expense Audit Preparation Note

“Help me prepare for an internal expense audit covering [executive name]’s expenses for [date range]. Create a preparation checklist: Gathering all receipts and matching to claims; Confirming all business purpose notes are in place; Checking all claims were approved correctly; Identifying items that may require additional documentation; Drafting a summary of any items that may attract scrutiny and their justification.”Copy

Tip: Treat every expense claim as if it will be audited. If you would not be comfortable explaining it to an auditor, do not submit it.

Mileage

Mileage Claim Log Template

“Create a mileage claim log for [executive name] for [tax year]. Include columns: Date; Start location; End location; Purpose of journey; Total miles; Approved rate; Claim amount; Cumulative total for the year; Notes. Include a summary showing total miles and total claim amount for the year. Format as a clean spreadsheet-style template.”Copy

Tip: Log mileage on the day of travel, not at the end of the month. Reconstructing journeys retrospectively leads to errors and rejected claims.

Reimbursement

Reimbursement Chasing Email

“Draft a polite but firm email to [finance contact] chasing reimbursement for an expense claim submitted by [executive name] on [submission date] for [amount]. The standard reimbursement period of [X] working days has passed. Reference the claim number if known: [number]. Request confirmation of the payment date. Tone: professional and courteous without being apologetic about following up.”Copy

Tip: Always follow up in writing. Phone conversations about payment do not create the paper trail needed if the matter escalates.

Gifts

Gift and Hospitality Register Entry

“Draft a gift and hospitality register entry for [executive name] covering: Type [gift given, gift received, hospitality given or received]; Date; Description; Approximate value; Recipient or giver [by role, not name]; Business relationship; Whether approval was sought and from whom; Any policy considerations. Format as a formal register entry.”Copy

Tip: Record gifts and hospitality at the time they occur. Retrospective entries raise questions in an audit.

Savings

Cost Saving Opportunities Briefing

“Review the following expense categories for [executive name or department] and identify potential cost saving opportunities: [paste expense summary or list categories with approximate spend]. For each category suggest: whether current spend is appropriate; areas where renegotiation may be possible; expenses that could be reduced or eliminated; and processes that could be made more efficient. Present as a brief recommendations note.”Copy

Tip: An EA who proactively identifies cost savings earns trust, autonomy and a stronger seat at the table.

Subscription

Subscription and Recurring Cost Audit

“Conduct a subscription and recurring cost audit for [executive name or department]. Create a tracking template: Subscription name; Provider; Monthly cost; Annual cost; Auto-renewal date; Business justification; Last reviewed; Active users; Recommendation [keep, cancel, renegotiate, consolidate]. Suggest a process for reviewing this register quarterly to prevent unnecessary spend rolling over unnoticed.”Copy

Tip: Unused subscriptions are the most common source of avoidable spend in executive offices. A quarterly audit typically uncovers significant savings.

Year End

Year End Expense Reconciliation Summary

“Create a year end expense reconciliation summary for [executive name] for the financial year [year]. Include: Total spend by category against annual budget; Variance analysis; Top ten expenses by value with brief descriptions; Outstanding claims not yet reimbursed; Any expenses flagged during the year and their resolution; Key observations and recommendations for the following year’s budget. Format as a clean one page summary report.”Copy

Tip: Submit this to the finance team and line manager proactively. It positions the EA as commercially aware and operationally rigorous.