These prompts help executive assistants create polished meeting prep materials without starting from scratch. Copy any prompt, fill in the variables, and get professional briefings, agendas, and follow-up notes ready to send.
These prompts pair well with Jasper AI for Exec Assistants-specific tone control, or Copy.ai for fast iteration.
Pre-Meeting Executive Briefings
You are an executive assistant preparing a comprehensive briefing for your executive before a high-stakes client meeting.
Executive: {executive_name} Client company: {client_company_name} Meeting purpose: {primary_objective} Key attendees: {attendee_names_and_titles} Previous meeting outcome: {last_interaction_summary} Current business relationship status: {relationship_status} Sensitive topics to avoid: {topics_to_avoid} Desired meeting outcome: {success_metrics} Meeting duration: {time_length}
Write a 400-500 word executive briefing document. Start with a two-sentence meeting overview. Include a “Key People” section with attendee backgrounds. Add a “Discussion Points” section with 3-4 strategic talking points. Include a “Potential Challenges” section flagging risks. Close with “Success Indicators” defining what a good outcome looks like.
When to use it: The night before any client meeting where your executive needs context on relationships, history, and strategic positioning.
Pro tip: Always include the last interaction date and outcome—executives often can’t remember if the previous meeting was two weeks or two months ago.
You are an executive assistant creating a board meeting briefing for a quarterly review where financial performance will be scrutinized.
Executive: {executive_name} Company performance: {exceeds_targets / meets_targets / below_targets} Key metrics this quarter: {three_key_numbers} Major wins: {two_to_three_achievements} Problem areas: {main_challenges} Board members attending: {board_member_names} Expected tough questions: {anticipated_concerns} Supporting data available: {reports_and_documents} Meeting tone needed: {confident / defensive / transparent}
Write a 350-400 word board meeting brief. Open with performance summary in two sentences. Include “Key Numbers to Reference” section with metrics formatted for easy recall. Add “Anticipated Questions & Responses” with 3-4 tough questions and suggested talking points. Close with “Supporting Materials” listing documents to reference.
When to use it: Before quarterly board meetings where your executive will face detailed questioning about company performance.
Pro tip: Include specific dollar figures and percentages in an easy-to-scan format—your executive might need to reference exact numbers mid-meeting.
You are an executive assistant preparing a briefing for a tense merger negotiation meeting where your executive needs to maintain a strong position.
Executive: {executive_name} Target company: {company_being_acquired} Negotiation stage: {early_discussions / due_diligence / final_terms} Our position strength: {strong / moderate / weak} Key negotiators from their side: {their_team_names} Main sticking points: {unresolved_issues} Our walk-away point: {minimum_acceptable_terms} Legal counsel attending: {lawyer_name_or_none} Timeline pressure: {urgent / flexible / no_pressure}
Write a 450-550 word negotiation briefing. Start with current deal status in three sentences. Include “Their Team Profiles” section with negotiator backgrounds and styles. Add “Our Non-Negotiables” section listing must-have terms. Include “Compromise Areas” where flexibility is possible. Close with “Exit Strategy” if talks break down.
When to use it: Before any merger, acquisition, or partnership negotiation where your executive needs to balance assertiveness with deal-making pragmatism.
Pro tip: Always include the actual dollar amounts or percentage terms your executive can reference—vague “market rate” language doesn’t help in real negotiations.
You are an executive assistant creating a crisis management briefing for an emergency meeting about a public relations problem.
Executive: {executive_name} Crisis type: {data_breach / product_recall / employee_incident / financial_issue} Public awareness level: {not_public / social_media_only / mainstream_media} Stakeholders affected: {customers / employees / investors / regulators} Internal team attending: {team_members_present} Media requests received: {number_and_outlets} Legal implications: {potential_legal_exposure} Immediate actions taken: {steps_already_completed} Timeline urgency: {hours / days / weeks}
Write a 300-350 word crisis briefing. Open with situation summary in two sentences. Include “Stakeholder Impact” section ranking affected groups by priority. Add “Immediate Decisions Needed” with 3-4 urgent choices requiring executive input. Include “Communication Strategy” outlining messaging approach. Close with “Next 24 Hours” action timeline.
When to use it: During unexpected crises when your executive needs to quickly understand scope, impact, and decision points before an emergency meeting.
Pro tip: Lead with the most critical decision that needs executive input—in crisis mode, executives need the biggest priority first, not background context.
You are an executive assistant preparing a briefing for a performance review meeting with a senior director who is struggling.
Executive: {executive_name} Employee being reviewed: {employee_name} Role: {job_title} Tenure: {years_at_company} Performance issues: {specific_problems} Impact on team: {team_morale_effect} Previous coaching attempts: {interventions_tried} HR involvement: {hr_consultation_status} Improvement timeline: {performance_deadline}
Write a 350-400 word performance review briefing. Start with employee background and current role impact. Include “Documented Issues” section with specific examples and dates. Add “Coaching History” outlining previous improvement attempts. Include “Options Available” covering coaching, role change, or separation. Close with “Meeting Objectives” defining desired outcomes.
When to use it: Before difficult performance conversations where your executive needs to balance employee development with business needs.
Pro tip: Include specific dates and documentation references—performance conversations often become legal issues, and your executive needs to reference concrete evidence.
Client Meeting Preparation
You are an executive assistant creating detailed talking points for a client retention meeting with a major account threatening to leave.
Client company: {client_name} Account value: {annual_revenue_amount} Relationship duration: {years_as_client} Primary complaint: {main_issue_causing_departure} Client contacts attending: {their_team_names} Our team attending: {our_attendees} Previous service failures: {past_problems} Competitors they’re considering: {alternative_vendors} Retention budget available: {concession_limits}
Write 500-600 word client retention talking points. Open with relationship value acknowledgment. Include “Issue Resolution Plan” addressing their specific complaints with concrete solutions. Add “Value Reinforcement” section highlighting unique benefits they’d lose. Include “Retention Offers” with specific concessions available. Close with “Next Steps” commitment timeline.
When to use it: When a major client has expressed intent to leave and your executive needs a structured approach to save the relationship.
Pro tip: Include competitor comparison points—clients often mention alternatives to test your response, and your executive needs specific differentiation talking points ready.
You are an executive assistant preparing talking points for a new business pitch to a potential client in a competitive bidding situation.
Prospect company: {prospect_name} Project scope: {project_description} Budget range: {financial_parameters} Decision makers present: {key_attendees} Our main competitors: {competing_vendors} Prospect’s current pain points: {business_challenges} Our unique advantages: {competitive_differentiators} Case study to reference: {relevant_client_example} Timeline for decision: {selection_deadline}
Write 450-500 word pitch talking points. Start with prospect pain point acknowledgment. Include “Solution Overview” connecting our capabilities to their needs. Add “Competitive Advantages” section highlighting unique value. Include “Proof Points” with specific client success examples. Close with “Partnership Vision” describing long-term relationship potential.
When to use it: Before new business pitches where your executive needs to differentiate from competitors while addressing specific prospect needs.
Pro tip: Research the prospect’s recent news, acquisitions, or challenges mentioned in trade publications—referencing current business context shows preparation depth.
You are an executive assistant creating prep notes for a contract renewal negotiation with an existing client seeking price reductions.
Client: {client_company_name} Current contract value: {existing_annual_amount} Contract expiration: {renewal_date} Their requested discount: {percentage_reduction_sought} Service delivery record: {performance_summary} Market rate comparison: {competitive_pricing_data} Value-added services provided: {extra_deliverables_given} Our minimum acceptable terms: {lowest_acceptable_deal} Relationship profitability: {account_profit_margin}
Write 400-450 word contract renewal prep notes. Open with relationship performance summary. Include “Pricing Justification” section with market data supporting current rates. Add “Value Documentation” listing services beyond contract scope. Include “Negotiation Parameters” with concession options ranked by preference. Close with “Alternative Proposals” if standard renewal isn’t viable.
When to use it: Before contract renewals where price pressure requires your executive to balance relationship preservation with profitability.
Pro tip: Calculate the total relationship value including potential future projects—sometimes accepting a lower margin on one contract preserves access to larger opportunities.
You are an executive assistant preparing notes for a client escalation meeting where a project has gone significantly over budget and timeline.
Client: {client_company_name} Project: {project_name} Original budget: {initial_cost_estimate} Current projected cost: {revised_total_cost} Original timeline: {planned_completion_date} Revised timeline: {new_completion_estimate} Causes of overrun: {primary_reasons_for_delays} Client’s expressed concerns: {their_main_complaints} Our responsibility level: {high / moderate / low}
Write 350-400 word escalation meeting notes. Start with project status acknowledgment and accountability. Include “Overrun Analysis” explaining causes without defensiveness. Add “Corrective Actions” with specific steps to control future costs. Include “Completion Plan” with realistic timeline and milestones. Close with “Relationship Preservation” steps to rebuild trust.
When to use it: When project problems require executive-level client communication to preserve the relationship and set realistic expectations.
Pro tip: Separate the causes you control from external factors—clients need to understand what you’re accountable for versus what was genuinely unforeseeable.
You are an executive assistant creating preparation notes for a quarterly business review with a top-tier client.
Client: {client_company_name} Quarter being reviewed: {time_period} Services delivered: {main_deliverables_completed} Key performance metrics: {measurable_outcomes} Client satisfaction feedback: {recent_survey_results} Challenges encountered: {problems_and_resolutions} Upcoming projects: {planned_next_quarter_work} Account team changes: {staffing_updates} Strategic opportunities: {potential_expansion_areas}
Write 500-550 word QBR preparation notes. Open with quarter performance summary highlighting key achievements. Include “Metrics Review” section with quantified results and trend analysis. Add “Challenge Resolution” documenting how problems were addressed. Include “Strategic Roadmap” outlining next quarter opportunities. Close with “Partnership Evolution” discussing relationship development areas.
When to use it: Before quarterly reviews where your executive needs to demonstrate value delivery while identifying growth opportunities.
Pro tip: Prepare backup slides or data for metrics that might be questioned—QBRs often dive deeper into specific performance areas than planned.
Internal Strategy Meetings
You are an executive assistant preparing strategy session notes for a leadership team meeting focused on entering a new market segment.
Target market: {new_market_segment} Market size: {revenue_opportunity_estimate} Entry timeline: {proposed_launch_timeframe} Required investment: {capital_and_resource_needs} Key competitors: {main_market_players} Internal capabilities assessment: {readiness_level} Risk factors: {primary_concerns} Success metrics: {measurement_criteria} Team members attending: {leadership_participants}
Write 450-500 word strategy session prep notes. Open with market opportunity overview in two sentences. Include “Competitive Landscape” section analyzing key players and market positioning. Add “Investment Requirements” detailing capital, resources, and timeline needs. Include “Risk Assessment” covering market, operational, and financial risks. Close with “Decision Framework” outlining criteria for go/no-go choice.
When to use it: Before leadership meetings where market expansion decisions require comprehensive analysis and structured discussion.
Pro tip: Include specific competitor revenue figures and market share data—strategic discussions need concrete benchmarks for realistic planning.
You are an executive assistant creating notes for a budget planning meeting where significant cost cuts are required.
Budget reduction target: {percentage_or_dollar_amount} Departments affected: {areas_under_review} Protected areas: {functions_that_cannot_be_cut} Timeline for implementation: {cutoff_dates} Current financial position: {company_performance_context} Team leads attending: {department_heads_present} Previous cost cutting impact: {historical_reduction_results} Revenue recovery projections: {when_cuts_might_be_restored} Employee communication plan: {how_changes_will_be_announced}
Write 400-450 word budget planning notes. Start with financial context requiring reductions. Include “Department Analysis” ranking areas by cut potential and business impact. Add “Implementation Timeline” with phased reduction approach. Include “Risk Mitigation” addressing operational continuity concerns. Close with “Communication Strategy” for transparency with affected teams.
When to use it: During financial difficulty when your executive needs to lead cost reduction discussions while maintaining team morale and operational effectiveness.
Pro tip: Prepare alternative scenarios with different cut levels—executives often need to adjust targets mid-meeting based on team feedback about operational impact.
You are an executive assistant preparing notes for a succession planning meeting about a key executive departure.
Departing executive: {executive_name} Role being vacated: {position_title} Departure date: {last_day_of_work} Internal candidates: {potential_successors} External search needs: {recruitment_requirements} Critical responsibilities: {must_cover_functions} Team transition impact: {affected_departments} Client relationship concerns: {external_stakeholder_issues} Timeline pressure: {urgency_level}
Write 350-400 word succession planning notes. Open with departure timeline and immediate coverage needs. Include “Candidate Assessment” comparing internal options with required experience and readiness levels. Add “Transition Plan” covering knowledge transfer and relationship handovers. Include “External Search Strategy” if internal promotion isn’t viable. Close with “Risk Management” addressing continuity during transition.
When to use it: When key executive departures require immediate succession planning to maintain business continuity and team stability.
Pro tip: Identify the specific client relationships and institutional knowledge that only the departing executive holds—these need immediate documentation and transfer plans.
You are an executive assistant creating prep notes for a strategic planning meeting about potential acquisition targets.
Acquisition strategy: {growth_through_acquisition_rationale} Target company profile: {type_of_companies_being_evaluated} Budget range: {acquisition_spending_limits} Integration capabilities: {our_capacity_to_absorb_acquisitions