Why this library works
- Written for real EA, PA, admin, and chief-of-staff workflows
- Organized by category, prompt type, and tags
- Built to be copied fast and customized with placeholders
- Useful for Claude, ChatGPT, Gemini, and similar models
Most prompts are designed to be used with real source material: notes, itineraries, inbox threads, calendars, meeting packs, and messy admin context.
Who it's for
Built for assistants who need useful output, not generic AI fluff.
This directory is aimed at executive assistants, personal assistants, office managers, operations support, chiefs of staff, and anyone doing high-trust coordination work.
How to use it
Copy the prompt. Replace the placeholders. Add your material.
1. Add the real notes, itinerary, inbox thread, draft, calendar, or policy the model needs to work from.
2. Replace fields like [AUDIENCE], [DATES], or [TONE] precisely so the output is actually usable.
3. Review before sending, especially for judgment, confidentiality, and accuracy.
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Categories
Jump straight to travel, inbox work, meetings, board support, finance, people ops, personal logistics, and more.
Full directory
Prompt library
253 prompts shown
Build a full trip itinerary
Turns scattered bookings into one clean, hour-by-hour itinerary.
Optimise a multi-city route
Compares routing options for a multi-stop trip before you book anything.
Flight options comparison brief
Turns a pile of flight search results into a one-screen decision.
Hotel shortlist with rationale
Builds a defensible three-option hotel shortlist instead of a random list.
Visa and entry requirements checklist
Produces a research checklist for entry requirements — with verification built in.
Day-of travel briefing card
A single card the traveller reads on the way to the airport.
Ground transport plan
Plans every door-to-door leg so nobody is standing on a kerb guessing.
Packing and documents checklist
Trip-specific packing list, not a generic one.
Timezone and jet lag schedule plan
Schedules the trip around the traveller's body clock, not just the calendar.
Travel disruption contingency plan
Pre-writes the plan B so you're not improvising at 2am.
Airport and transit guide
Airport-specific notes so nothing is a surprise in the terminal.
Client dinner and restaurant shortlist
Restaurant options matched to the purpose of the meal.
Travel policy compliance check
Checks a planned trip against your policy before it becomes an expense problem.
Group and team trip coordination
Runs the logistics for a group travelling from multiple places.
Travel spend pre-approval memo
Gets a trip approved with the numbers laid out clearly.
Post-trip debrief and follow-ups
Closes the loop so a trip actually produces outcomes.
Travel supplier comparison or RFP
Evaluates travel agencies and booking tools on your criteria.
Executive travel profile document
Captures preferences once so you stop re-asking the same questions.
Weekly calendar audit
Finds what's wrong with the week before the week starts.
Design an ideal week
Builds a repeatable weekly template rather than firefighting each week.
Meeting request triage
Decides accept / delegate / decline / async on a batch of requests.
Cross-timezone slot finder
Finds humane meeting windows across several timezones.
Recurring meeting clean-up
Kills or fixes the recurring meetings nobody wants to raise.
Buffer and travel-time rules
Stops back-to-back scheduling from collapsing the day.
Resolve a scheduling conflict
Gives you options and the messages, fast, when two things collide.
Write a meeting invite that works
Invites people actually understand and prepare for.
Interview panel scheduling grid
Builds an interview schedule that works for panel and candidate.
Quarterly cadence calendar
Maps the recurring rhythm of the quarter so nothing is a surprise.
Out-of-office and coverage plan
Covers the desk properly while the executive or you are away.
Protect focus time
Makes focus blocks stick instead of getting booked over.
Multi-executive calendar rules
Keeps several executives' calendars coherent when you support all of them.
Propose a meeting-free block
Builds the case for a no-meeting day or afternoon.
Standing 1:1 agenda framework
Gives recurring 1:1s a structure so they stay useful.
Calendar handover document
Hands your desk to a temporary cover without a knowledge gap.
Inbox triage session
Sorts a backlog into action, delegate, reply, archive.
Summarise a long email thread
Turns a 40-message thread into something a busy person can act on.
Draft a reply in your executive's voice
Writes on their behalf so it sounds like them, not like software.
Follow-up chaser ladder
Three escalating nudges written in advance.
Polite decline templates
Says no without burning the relationship.
Warm introduction email
Introduces two people so the connection actually goes somewhere.
Inbox filter and label system
Designs the rules so the inbox sorts itself.
De-escalate a tense email
Rewrites an angry draft into something that solves the problem.
Personalised outreach at scale
Sends fifty emails that don't read like a mail merge.
Response templates for common requests
Builds your reusable library for the emails you answer weekly.
Vendor escalation email
Escalates a supplier problem with a clear ask and paper trail.
Internal digest from scattered updates
Turns messy team updates into one email people read.
Signatures and auto-replies
Gets the small, always-visible details right.
Delegation email with clear ownership
Hands work over in a way that doesn't come back to you.
Relationship maintenance notes
Keeps your executive's network warm without being formulaic.
Inbox coverage protocol during travel
Defines how you handle their inbox while they're in the air.
Capture your executive's voice
Builds a reusable voice profile so every draft sounds like them.
Rewrite for clarity and brevity
Cuts the word count without losing the meaning.
Executive one-page memo
Structures a decision memo a senior reader can act on in two minutes.
Talking points and speaking notes
Notes your executive can actually speak from.
Announcement across multiple channels
One message, correctly adapted for email, chat and intranet.
Deliver bad news well
Writes the difficult message without softening it into confusion.
Rewrite a chat or Slack message
Short-form writing that lands the first time.
Presentation narrative outline
Gets the story right before anyone opens a slide template.
Speech, toast or award remarks
Short remarks for a specific occasion and a specific person.
LinkedIn post in your executive's voice
A post that sounds like a person rather than a brand account.
Executive bio in three lengths
One bio, three lengths, all consistent.
Meeting follow-up recap
The email that makes the meeting count.
Build an FAQ for a change
Answers the questions before they flood your inbox.
Translate and localise a message
Same message, correct in both languages and both cultures.
Proofread against a style guide
Catches the errors and the inconsistencies in one pass.
Internal newsletter
A regular internal update people don't delete unread.
Condolence or congratulations note
Personal notes that read as written by a human being.
Intranet or wiki page copy
Reference copy that answers the question on the first screen.
Voice interview — short version (25 questions)
A finishable version of the deep voice interview. About 30 minutes.
Voice interview — sprint version (10 questions)
A ten-minute version for when you need something usable today.
Interview your executive about their voice
Gets a voice profile out of someone who has twenty minutes, not two hours.
Build a voice profile from sent mail
Derives the profile from evidence instead of asking anyone anything.
Extract a voice from how someone speaks
Uses transcripts and voice notes, which are often truer than written samples.
Audit a draft against a voice profile
The litmus test — does this sound like them, or like an imitation?
Keep a voice profile current
Profiles go stale as people's writing changes. This updates one.
Adapt a voice for a specific channel
The same person writes differently in email, on stage and on LinkedIn.
Write a house style guide
Turns scattered preferences into something a whole team can follow.
Brief someone new on the voice
Hands the ghostwriting over without a long apprenticeship.
Separate your voice from your executive's
Two distinct voices, so you stop bleeding into each other.
Compress a profile into a reusable style block
Turns a long profile into something you can paste into any prompt.
Board calendar and cadence plan
Sets the year's governance rhythm, working backwards from each meeting.
Board pack assembly checklist
Gets the pack out complete and on time.
Draft board minutes
Minutes that record decisions properly without transcribing debate.
Prepare resolutions and written consents
Gets the paperwork organised for a formal decision.
Director onboarding pack
Gets a new director productive by their first meeting.
Organise the board portal or data room
A structure people can navigate a year from now.
Committee scheduling and materials tracker
Keeps several committees running without collisions.
AGM or shareholder meeting logistics
The logistics plan for a formal meeting with external attendees.
Between-meetings action tracker
Makes sure board actions land before the next meeting.
Confidential document handling protocol
Handles sensitive board material without a mishap.
Board dinner and travel logistics
Looks after directors travelling in for a meeting.
Governance and filings deadline calendar
Tracks the statutory dates so none of them arrive as a surprise.
Build an agenda with time allocations
Agendas built around outcomes, not topics.
Summarise a pre-read pack
Reads the 60-page pack so your executive can read one page.
Turn raw notes into minutes
Formal minutes from messy scribbles.
Extract and assign action items
Pulls every commitment out of a meeting, with owners.
Write a decision log entry
Records decisions so nobody relitigates them in six months.
Audit meeting effectiveness
Diagnoses why a meeting keeps failing.
Facilitation plan for a workshop
A minute-by-minute plan for a session with a real output.
Attendee briefing — who's who
Tells your executive who they're about to meet.
Design a note-taking template
A template that makes minute-writing fast afterwards.
Action follow-up tracking system
Makes actions get done instead of reappearing on next month's agenda.
Estimate what a meeting costs
Puts a number on the meeting so the conversation gets easier.
Virtual meeting run-of-show
Keeps a large online meeting from descending into chaos.
Transcript to multiple summary formats
One recording, four outputs for four audiences.
Write a meeting charter
Sets the terms of a standing meeting so it stays on purpose.
Daily executive brief
The morning note that gets your executive oriented in two minutes.
Weekly priorities and trade-offs memo
Forces the trade-off conversation before the week does.
Stakeholder map and contact cadence
Makes sure the important relationships don't go quiet.
Gatekeeping decision framework
Turns judgement calls into rules you can apply consistently.
Delegation audit
Finds the work your executive shouldn't be doing.
Executive operating manual
Documents how your executive works, so the whole team stops guessing.
Joint calendar and inbox weekly review
One weekly ritual that catches everything before it slips.
Strategic prep for a key trip or offsite
Makes sure a high-stakes trip has objectives, not just logistics.
Relationship CRM for your executive's network
A lightweight system so context isn't only in your head.
Track your executive's commitments
Catches the promises they made in passing and forgot.
Reading digest of long documents
Reads the reports so your executive can read the implications.
Prepare for a difficult conversation
Helps your executive walk in ready rather than braced.
Quarter-end reflection and reset
A structured look back that produces changes, not just feelings.
Coverage plan for your own absence
Documents your desk so your leave doesn't cost your executive.
Brief on a person before a meeting
Assembles what you know into a usable one-pager.
Company briefing
A short profile of an organisation, from sources you supply.
Industry or market primer
Gets your executive up to speed on an unfamiliar sector.
Competitor snapshot
A structured comparison against a named competitor.
City research for an executive visit
Practical local knowledge for a business visit.
Cultural etiquette and gift research
Avoids the small mistakes that matter in cross-border meetings.
Summarise a long report
Extracts what matters from a document nobody has time for.
Options analysis with a recommendation
Lays out choices clearly and takes a position.
Fact-check a draft
Checks claims before something goes out under your executive's name.
Evaluate a conference or event
Decides whether an event is worth your executive's time.
Supplier due diligence questions
The questions to ask before committing to a supplier.
Reading digest with implications
A regular digest that says 'so what' rather than just 'what'.
Event brief and concept options
Turns a vague instruction into a brief you can actually plan from.
Event budget builder
Builds the budget with the lines people always forget.
Venue shortlist and scoring
Compares venues against what the event actually needs.
Run-of-show timeline
The minute-by-minute document the whole team works from.
Guest list and seating plan logic
Seating decisions with a reason behind each one.
Invitation copy and RSVP tracking
Invitations people respond to, and a way to track them.
Catering and dietary matrix
Nobody sits in front of an empty plate.
Supplier brief or RFP
Briefs suppliers properly so quotes are comparable.
Event risk and contingency plan
Plans for the things that go wrong at events specifically.
Team offsite agenda
An offsite that produces something rather than just happening.
Corporate gifting plan
Gifts that land well and pass the policy check.
On-the-day event checklist
The clipboard document for the person running the room.
Post-event survey and report
Gathers feedback that's actually usable and reports it honestly.
Celebration and party ideas
Ideas suited to your actual team rather than a generic list.
Invoice query or dispute
Queries a bill clearly enough to get it fixed.
Design a budget tracker
A tracker you can actually maintain each month.
Vendor comparison matrix
Compares suppliers on the things that matter, not just price.
Summarise a contract's key terms
Pulls out the terms you need to operate against — not legal advice.
Purchase justification memo
Makes the case for spend in a form finance can approve.
SaaS and subscription audit
Finds the recurring spend nobody remembers signing up for.
Map the approval routing
Documents who approves what, so nothing stalls or bypasses.
Find cost savings
A structured look for savings that don't damage anything.
Office spend and petty cash log
A simple record that survives an audit.
Year-end admin close checklist
The admin side of financial year-end, in order.
Write an expense policy from scratch
Drafts the policy, including the awkward decisions most policies dodge.
Summarise a corporate card policy
Turns the policy document into something people will read.
Claimant's guide to filing expenses properly
A short guide that reduces rejected claims and chasing.
Receipt chasing workflow
A system that gets receipts in without repeated nagging.
Reconcile an expense report
Matches receipts to statements and finds the gaps.
Per diem and foreign currency guide
Handles the messy bit of international travel expenses.
Entertainment, hospitality and gift rules
The category most likely to cause a genuine problem, not just a query.
Review a batch of claims for anomalies
Flags what to query, without accusing anyone of anything.
Handle a non-compliant or disputed claim
The conversation nobody wants to have, especially upwards.
Corporate card administration
Issuing, limiting and — critically — cancelling cards.
Monthly expense close routine
A repeatable month-end so finance stops chasing you.
Choose and implement an expense tool
Evaluates tools on the things that actually cause pain.
Analyse expense data for insight
Turns claims data into something worth telling leadership.
Draft a job description
A job description that describes the actual job.
Candidate scheduling communications
Keeps candidates informed and treats them well.
Interview questions and scorecard
Structured interviews instead of a chat and a hunch.
Offer and rejection messages
Both outcomes handled with care.
Onboarding plan for a new joiner
A 30/60/90 plan with the admin actually sequenced.
Day-one checklist and welcome pack
Makes the first day feel organised rather than improvised.
Offboarding checklist
Closes out a departure cleanly and without loose ends.
Recognition and engagement ideas
Recognition that means something to this specific team.
Explain a policy in plain language
Translates HR policy into something people can follow.
Leave and absence tracking
A tracker that answers the questions managers ask.
Training plan for the admin team
Development that's tied to what the role actually needs.
Performance review preparation support
Helps a manager prepare properly, with evidence.
Design and analyse a team survey
Asks questions worth asking, then reads the answers honestly.
Internal communications for an org change
Sequences and words a change announcement carefully.
Office move project plan
Sequences an office move so nothing is discovered too late.
Supplier and service contract register
One register so no service quietly lapses or auto-renews.
Health, safety and compliance checklist
A structured checklist that points you at the right authority.
Visitor management protocol
A visitor process that's welcoming and secure.
Desk booking and hybrid seating plan
Allocates space when not everyone is in every day.
Supplies reorder system
Stops the run-out-of-coffee email for good.
Facilities issue triage
Sorts a broken thing into fix, log, or escalate.
Access and security process
Manages keys, badges and permissions without gaps.
Office sustainability initiatives
Practical changes rather than a poster campaign.
Emergency and business continuity plan
A plan people can follow when something serious happens.
Office guide for new joiners
Answers all the small questions nobody wants to ask twice.
Supplier performance review
Reviews a supplier on evidence rather than impressions.
File naming and folder taxonomy
A structure that still makes sense in two years.
Version control convention
Stops 'final_v3_FINAL_revised' from ever happening again.
Clean up an existing filing mess
A staged plan for a backlog too big to fix in one go.
Shared drive governance
Decides who owns what, and where things are allowed to live.
Incoming document workflow
Post, scans and attachments get filed on arrival rather than piling up.
Contract and agreement register
One place that answers 'what have we signed and when does it end?'
Executed document and signature records
Makes sure the signed version exists and can be found.
Document approval and lifecycle workflow
Tracks a document from draft through approval to superseded.
Records retention and archiving plan
Decides what to keep, for how long, and where.
Retrieval and audit-readiness test
Tests whether the filing system actually works, under pressure.
Map where confidential and personal data sits
Finds out what you hold, where, before someone asks.
Digitise a paper archive
A plan for the filing cabinets nobody has opened in six years.
Document template library
Templates that get used because they're easy to find and fill.
Clean up a messy spreadsheet
Step-by-step instructions to make a broken sheet usable.
Extract structured data from a messy source
Turns pasted chaos into a clean table.
Specify a tracker or dashboard
Defines what to build before you start building it.
Write a standard operating procedure
An SOP someone else can follow without asking you.
Structure a knowledge base
Organises internal know-how so people find it.
Access and permissions audit
Finds out who can see what, and who shouldn't.
Tool selection scorecard
Chooses software on your criteria rather than a demo's charm.
Automation opportunity scan
Finds the repetitive work worth automating first.
AI usage playbook for the admin team
Sets out how the team should and shouldn't use AI tools.
Draft annual or quarterly OKRs
Turns strategy statements into objectives with measurable key results.
Pressure-test draft OKRs
Finds the weak ones before they're locked in for a year.
Cascade company OKRs to teams
Translates top-level goals into something each team can act on.
Make a vague objective measurable
Fixes the 'improve customer experience' problem.
Design a KPI set for a function
A small set of numbers that tell you whether things are actually working.
Build the OKR process and check-in cadence
The administrative machinery that makes goals survive past February.
Run a quarterly OKR review and scoring
Scores the quarter honestly and produces decisions, not just grades.
Draft your executive's objectives
Helps them set goals that reflect what only they can do.
Progress report for leadership or the board
Reports against goals without burying the bad news.
Diagnose why the goal process isn't working
Works out whether the problem is the goals, the process, or the culture.
Build a metric definitions dictionary
Stops two people reporting different numbers for the same thing.
Build an achievements log
Captures what you did before you forget it.
Make the case for a raise or promotion
Builds an evidence-based case rather than an appeal.
Skills gap and learning plan
Works out what to learn next and in what order.
Boundary-setting scripts
Words for the situations that keep costing you your evenings.
Prioritise when you're overloaded
Triages your own workload and produces the conversation to have.
Build a peer network
Finds the people who do your job elsewhere.
Write your own objectives for the year
Goals for a role where much of the work is reactive and invisible.
Find honest measures for administrative work
Metrics for support work that aren't vanity numbers.
Mid-year check-in on your own goals
Catches drift while there's still time to do something about it.
Build your year-end evidence pack
Assembles the case before the review, not during it.
Personal errands and household coordination
Runs the personal side without it leaking into the working day.
Family calendar and school logistics
Coordinates the personal calendar against the work one.
Gift ideas for people in their life
Thoughtful gifts based on what you actually know about the recipient.
Health and appointment scheduling
Books personal appointments discreetly and without disrupting the diary.
Restaurant and entertainment shortlist
Personal recommendations matched to the occasion.
Family holiday planning
Plans personal travel with the same rigour as business travel.
Home services vendor coordination
Manages tradespeople and home services without endless back-and-forth.
Personal renewals and documents tracker
Never miss a passport, visa or licence expiry again.
Define a household role and hiring brief
Works out what you're actually hiring for before anyone advertises it.
Source and screen household candidates
Finds candidates and checks them properly, without overstepping.
Interview household staff
A structured interview and paid trial rather than a chat and a feeling.
Onboard a new household employee
The first fortnight, and the paperwork that must exist before day one.
Daily and weekly task schedules for household staff
A workable routine rather than a list that can't fit the hours.
Write the household manual
How the house actually runs, so it doesn't all live in your head.
Rotas, leave and cover for household staff
Coordinates several people, including when someone is away or ill.