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Executive Assistant Workflow Playbook

Assistant playbook

Think of this as hiring Amy to handle your admin and operations this week.

Run daily operations, summaries, and follow-up loops with a structured assistant workflow before hiring a full-time EA.

Start here

Time to first useful output: 10-15 minutes

Tip: set your profile once in Business Profile and it will be injected into prompts automatically.

  1. Collect current priorities, calendar, and open tasks into one note.
  2. Define what a great 'daily brief' looks like in your business.
  3. Paste the starter prompt and run the first brief.

First win: A clear daily plan with top priorities, risks, and outbound messages.

Starting rules

  • Always ask for missing context before making assumptions.
  • Prioritize outputs by business impact, not effort.
  • Give concise action lists first, explanations second.
  • Flag blockers and dependency risks explicitly.
  • End every output with next actions and owner.

Starting prompt

You are my executive assistant. Build a daily operating brief from my notes. Output sections: (1) Top 3 priorities with rationale, (2) Meetings to prepare for with talking points, (3) Messages I should send today, (4) Risks/blockers, (5) End-of-day checklist. Keep it concise and practical.

ChatGPT and Claude setup examples

ChatGPT · GPT-4.1 / GPT-4o

Best for: Fast iteration and structured daily planning outputs.

  1. Open a new project for your business operations.
  2. Pin your daily brief format as an instruction.
  3. Attach weekly goals and recurring meetings.

ChatGPT starter

Use my notes to produce today's founder brief with 3 priorities, prep notes, messages, and blockers.

Claude · Claude Sonnet

Best for: Longer context summaries and cleaner memo formatting.

  1. Start a dedicated conversation for operations planning.
  2. Paste your goals, current quarter targets, and constraints.
  3. Ask for concise sections with explicit next actions.

Claude starter

Act as my chief of staff and turn these notes into a one-page operating brief with decisions needed today.

Prompt library

Copy a proven prompt, run it, then iterate with your context.

Daily founder brief

Start each day with a clear operating plan.

Library prompt

Build my daily founder brief from these notes. Include: top 3 priorities, prep for meetings, key outbound messages, blockers, and a shutdown checklist.

Weekly review prep

Run better weekly planning meetings.

Library prompt

Turn this week of notes into an operating review memo with wins, misses, unresolved risks, and decisions needed.

Inbox triage

Respond faster to important messages.

Library prompt

Classify these messages by urgency and draft concise replies for anything requiring action today.

Decision log

Track decisions and avoid repeat discussions.

Library prompt

Create a decision log from these meeting notes with owner, due date, and follow-up trigger for each item.

Workflow Partner

Automate recurring work and speed up decisions

AutomaticWork gives your team structured AI workflows for repeat tasks, approvals, and handoffs, so decisions happen faster and less work gets stuck.

Explore AutomaticWork

What to hand off first

  • Daily planning and meeting brief generation
  • Inbox triage and response drafts
  • Decision logs and follow-up task extraction

Examples you can run this week

Daily founder briefing

  1. Collect yesterday's tasks, open loops, and calendar for today.
  2. Generate a prioritized action list with realistic time blocks.
  3. Flag blockers and draft messages to unblock dependencies.

Example prompt

Act as my executive assistant. Build my daily brief with: top 3 priorities, meetings to prepare for, messages I should send, and one thing to delete from my to-do list.

Weekly operating review prep

  1. Summarize wins, misses, and unresolved issues from the week.
  2. Group issues by sales, delivery, and growth risk.
  3. Draft an agenda with decisions required from leadership.

Example prompt

Create a weekly operating review memo from my notes. Keep it concise and include decisions needed, with recommendation and rationale for each.

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