Explore Digital Literacy Meets AI Readiness—a power-packed, 40-page guide built specifically for EAs navigating a tech-driven world. This guide connects real EA use cases with digital tools, helping you work smarter, automate where it counts, and stay ahead of what’s next.
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Real-world case studies give executive assistants actionable insights into navigating challenges, optimizing operations, and driving success at the highest levels.
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CORPORATE AMERICA BEHIND THE WALLS OF digital literacy meets AI readiness how executive assistants can adapt, advance and automate digital literacy in a tech-driven world EA NS GHTS I I The executive assistant role has always been dynamic, requiring adaptability, strategic thinking, and the ability to support executives and teams effectively. Executive assistants who understand how to adapt, automate, and advance their digital literacy will be the ones who advance their career in a tech-driven world. AI readiness isn’t about replacing the role of an EA; it’s about expanding what’s possible. By mastering digital literacy and agile ways of working, EAs can move beyond task execution to high-value strategic support, workflow automation, and data-driven decision-making. This guide is designed to equip EAs with the tools and mindset needed to integrate technology into their daily work. Digital literacy helps EAs navigate new tools confidently, evaluate insights, and stay ahead of evolving technology. Agile methods empower the workforce to experiment, iterate, and continuously improve how they work with teams across borders. Together, these skills form the foundation for staying relevant in a rapidly changing workplace.
These insights will be key to thriving in fast-paced environments behind the walls of corporate America. Bring your self-directed game, and let’s discover new plays to weave into your personal playbook.
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digital literacy meets AI readiness
navigating digital transformation through ditgital literacy
realizing value through innovation
test and learn
the state of how we communicate
test and learn navigating digital transformation through ditgital literacy
AI readiness
imagination to pixels
rise of agents
prompt engineering
case studies
use cases
you got this!
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navigating digital transformation through ditgital literacy
Digital literacy serves as a crucial tool, along with the Internet of Things [IoT], big data, machine learning, web 3.0, data science, and statistical analysis. The expanding toolkit of the executive assistant over the years has not only laid the foundation for exceptional service delivery but has also paved the way for the promising growth and success behind the walls of corporate America. understanding digital literacy Digital literacy entails the adept use of digital technologies to achieve desired outcomes. It extends beyond mere familiarity with tools; it encompasses an understanding of technology’s implications for both personal and professional realms. For executive assistants, who act as frontline architects of information and processes, digital literacy is empowering. It enables them to make informed decisions and harness technology’s potential. t he evolution of digital Literacy From its inception, digital literacy has evolved significantly. Initially focused on basic computer skills, it expanded to include online communication, data handling, and even foundational coding knowledge. As technology advanced, it encompassed critical thinking, cybersecurity awareness, and navigating the intricate world of digital information.
Digital literacy isn’t just about mastering technology. The relentless pursuit of knowledge and the unyielding dedication to innovation channels their path to success. In today’s corporate landscape, executive assistants are the unsung heroes who drive digital transformation through their grit, tenacity, and unwavering dedication.
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navigating digital transformation through ditgital literacy
Key Concepts for Executive Assistants Internet of Things (IoT): This refers to interconnected devices exchanging data. Executive assistants can leverage IoT’s potential to influence workplace functioning, from remote appliance control to real-time process monitoring. 1. Big Data: Amidst the digital age, big data reigns supreme. It involves managing and analyzing vast amounts of information to extract insights. Executive assistants handling scheduling, customer interactions, or market trends can gain a competitive edge by interpreting this data. 2. Machine Learning: This subset of artificial intelligence involves computers learning from data to enhance performance over time. By understanding machine learning, executive assistants can streamline tasks like calendar management and identify repetitive actions that can be optimized. 3. Web 3.0: The evolution of the internet, Web 3.0, fosters a more connected and intelligent online experience. Familiarity with this concept aids executive assistants in navigating emerging digital platforms and collaboration tools. 4. Data Science and Statistical Analysis: Understanding these skills aids in interpreting data for informed decisions. As executive assistants draft reports or presentations based on data analysis, these capabilities render insights more valuable. 5. the power of people and the future outlook Amidst the digital transformation, the influence of people power remains pivotal. While technology enhances capabilities, human interaction drives exceptional service. Executive assistants serve as more than task managers; they forge connections, anticipate needs, decode complexity, and ensure seamless operations. Looking forward, Managed Service Providers [MSPs] offer a promising landscape of growth and success. These providers supply specialized services, including digital solutions, to streamline business operations. Executive assistants play a significant role in this evolution. By mastering digital literacy and grasping concepts like IoT, big data, machine learning, web 3.0, data science, and statistical analysis, they bridge the gap between technology and people. This enables efficient communication, streamlined processes, and informed decision-making in their workstreams. g etting ahead of the curve While comprehending these concepts might seem exhausting, learning is a gradual and consistent process. Digital literacy serves as the compass in the digital age, while executive assistants hold the mantle of people power and humanness in the industry. Embracing evolving landscapes, adapting to change, life-long learning and mastering digital concepts will shape the future of the force multiplier roles in the midst of the digital transformation era, as they transition from transactional to transformative catalysts.
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realizing value through innovation
The journey to becoming an AI-empowered executive assistant [EA] starts with curiosity and a willingness to learn. Begin by exploring features, experimenting with new tools and envisioning how they can be integrated into your workflow. AI is not just about technology; it’s about transformation. For EAs, mastering AI means becoming an architect of change, a leader in operational efficiency, and a champion of strategic innovation. The future is here—are you ready to embrace it? To begin deepening your digital literacy, let’s explore tools that are currently empowering EAs to redefine their workflows. Among them, Microsoft Copilot and Google Workspace Gemini stand out as game-changers, offering powerful capabilities to revolutionize how EAs manage their workloads.
Amidst the tasks and details, the seasoned executive assistant understands the importance of connecting the dots and positioning oneself in the mind of the executive. This is how they meticulously craft the canvas where visions take shape and expected outcomes come to life.
unlocking the potential of Microsoft Copilot Microsoft Copilot integrates seamlessly with Microsoft 365 apps, acting as an advanced AI partner to assist with crafting emails, scheduling meetings, and generating reports—all within the tools you already use daily. By experimenting with Microsoft Copilot, you’ll discover how to automate routine communications and data analysis, freeing up valuable time for strategic tasks that require a human touch–learn more about prompts using Copilot here . exploring Google Workspace Gemini Google Gemini is another transformative tool, enhancing the functionality of Google Workspace. It leverages AI to streamline email management, calendar organization, and document creation. Through practical use of Google Workspace Gemini, EAs can not only keep up with their workload but also uncover new ways to boost productivity and overall operating efficiency–learn more about prompts using Gemini here .
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CORPORATE AMERICA BEHIND THE WALLS OF EA NS GHTS I I other innovative platforms Several additional platforms are redefining how EAs manage workflows, provide strategic support, and drive organizational efficiency. Let’s take a closer look at these tools and their potential applications: realizing value through innovation
automating content creation HyperWrite is an AI writing assistant that excels in generating professional, concise content. EAs can use HyperWrite to draft meeting agendas, executive summaries, or presentations. Simply input key points, and the tool produces polished drafts, saving time while ensuring clarity and professionalism. adding music to presentations Udio is an AI-powered music creation tool that allows users to generate customized tracks. Whether enhancing presentations or creating ambiance for corporate events, Udio enables EAs to add a professional touch without requiring musical expertise. To ease into this new way of working, begin with one tool aligned with your immediate needs to solve complexity in your day—perhaps Microsoft Copilot for content creation or Udio to add creativity to internal presentations. Let experience be your guide as you embrace and experience modernized ways of working. The goal isn’t just to use AI but to understand what’s under the hood and harness its potential to transform how you work.
revolutionizing asynchronous communication
Async facilitates asynchronous collaboration through video and audio messages, reducing meeting fatigue. EAs can record executive updates or meeting debriefs to share with teams across time zones, ensuring consistent communication while minimizing live meetings. making ethical and responsible decisions Anthropic specializes in AI tools focused on safety, ethics, and reliability, making them ideal for scenarios requiring judgment and discretion. EAs can leverage Anthropic for complex tasks such as vendor contract analysis or compliance reviews, receiving data-driven and ethical recommendations. enhancing real-time collaboration Gumloop is an interactive platform that enables seamless, real-time collaboration. Its AI-powered features allow users to brainstorm, edit, and refine ideas collectively, regardless of location. Whether coordinating events or planning projects, Gumloop helps teams transition smoothly from ideation to execution by summarizing inputs and generating actionable next steps.
Embrace the new approach. where experience is the teacher. curiosity is the compass & innovation is the destination.
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test and learn
Fear is the biggest obstacle to innovation. The hesitation to test and learn, to step into uncharted territory, often stems from the fear of failure—of making mistakes, of looking unprepared, of stepping outside the comfort zone. But here’s the reality, not leaning in with curiosity is the only real failure. Every entrepreneur, every innovator, every leader who has shaped the future has encountered setbacks along the way. But they stayed the course. They understood that confidence isn’t built through certainty; it’s built through exploration, adaptation, and resilience. As the workplace behind the walls of corporate America transforms with artificial intelligence [AI], EAs have an unparalleled opportunity to rewrite the standard office procedures, guidelines and protocols for the entire workforce. Experts in leveraging AI to drive efficiency, innovation, and high- level decision-making will be at the core of this transformation. Administration remains the operational anchor throughout this shift, continuing to architect workflows regardless of the methods used to get there. The key is knowing which platform and type of AI model to use and interact with that will solve for complexity, calendar woes and overall gaps in operational efficiency.
Prompt engineering—the skill of crafting precise, strategic inputs to get optimal AI outputs—will be a key driver of productivity and will ultimately redefine multiple administrative job families.
Creating and managing AI agents is a natural next step after understanding how generative AI works and how neural language models are transforming our world. While we are already using AI in some shape or form, diving deeper into the anatomy of this new technology will allow for further testing, experimenting and innovating the things we do with it. This isn’t an operational upgrade—it’s a career transformation. Organizations are looking for AI- literate humans who can help deploy and integrate AI into the workforce. Those who are honing this skill will quickly become the go-to experts.
As Ethan Mollick, a professor at Wharton and a leading voice in AI, puts it: “You have to actually use AI to understand it. Just reading about it is like reading about a bicycle and assuming you know how to ride it.”
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5 key steps to becoming an AI-ready EA
To lean into this opportunity, here’s how EAs can put the C.H.I.E.F. model into practice.
C uriosity: Spend time experimenting with AI tools. Ask different types of questions and test variations of prompts.
H one your skills: Follow AI thought leaders, take online courses, and stay informed about emerging trends.
I ntegrate AI into daily work: Start small—use AI to draft emails, summarize meetings, or brainstorm ideas. Learn by doing.
E ducate the team: Create knowledge hubs and forums that allow for guidance and training across the organization.
F ind your way: Offer to lead discussions or pilot programs to help executives embrace AI’s capabilities. Exercise the test and learn concept that demonstrates that you are human and will embrace the path forward through triumphs and downfalls. Fear keeps professionals stagnant. The most dangerous move in this era isn’t making mistakes —it’s standing still. Skill mastery doesn’t come from waiting for permission to develop. It comes from engagement, iteration, and hands-on learning. This is what creates new experiences and confidence will be built through action. Naturally transformation happens through testing and learning—it’s what shapes modernized ways of working. Will you step into discovering what’s possible or stand at the door watching everyone else create the future?
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the state of how we communicate
Effective communication is key to productivity. Studies show that 86% of employees and executives cite poor communication and collaboration as the primary cause of workplace failures. Additionally, employees spend an average of 3.2 hours per week clarifying unclear communication, leading to wasted time and frustration. The Grammarly report, 2024 State of Business Communication, highlights the staggering impact of poor communication, with 51% leading the way in workplace stress—see additional data insights below. The communication challenges we face today will persist unless we actively improve our collaboration now. For executives, the challenge lies in conveying complex ideas succinctly. Due to time constraints, executives often provide fragmented instructions, leaving executive assistants and staff to fill in the gaps. This results in email overload, prolonged decision-making, and misaligned expectations.
To bridge this gap, consider these communication best practices:
Be clear and concise: Articulate main points without unnecessary jargon. A well-structured message minimizes confusion and follow-up questions. Structure thoughts effectively: Use frameworks like the Five P’s, outlined in TIME’s article ‘How to Sound Smarter When You Communicate,’ to organize ideas efficiently.
Encourage two-way dialogue: Active listening and feedback loops ensure the message is received as intended, reducing miscommunication. Leverage technology: Utilize tools that streamline messaging, documentation, and project management to enhance clarity and efficiency.
By implementing these strategies, executives can ensure their vision is effectively translated into actionable tasks, reducing errors and improving organizational efficiency.
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the state of how we communicate
applying communication practices to other tools Now that we’ve established the importance of clear communication, we can extend these principles to interacting with Large Language Models [LLMs]. AI tools are powerful, but they rely entirely on how well we articulate our thoughts. If human-to-human communication requires clarity, structure, and intent, then effective human-to-AI communication demands even greater precision to ensure accurate outputs. LLMs are pattern-based systems that generate responses based on input structure, context, and clarity. Vague emails create back-and-forth confusion, while poorly framed prompts lead to inaccurate, generic, or incomplete AI-generated outputs. Instead of expecting AI to figure it out, we must apply the same disciplined communication approach used in business to shape more effective interactions with digital tools. think before typing or writing To get valuable outputs from our communication methods, we must reframe our approach, starting with clear and structured thinking.
Assessing context and key details : What essential information should be included to guide the output toward a relevant response? Breaking down complexity: In everyday interactions, executives must structure their instructions clearly for their executive assistants and teams. All of their collaboration, regardless of medium, should be refined into digestible components when action or execution on bodies of work is being given.
Identifying the end goal: What outcome do you need from the tool? Are you looking for insights, con t ent generation, or structured recommendations? Iterating for precision: The first output isn’t always the best. As human communication improves through feedback, all of our interactions require refinement and iteration for better results.
The ability to communicate effectively is no longer about speaking well—it’s about thinking well, organizing ideas, and expressing them in a way that gets the right outcome. Mastering these foundational principles will ensure that we interact with all mediums, shaping it into a valuable method for decision-making, strategy, and efficiency. Before defining the structure for communicating, this shift in mindset must come first. What happens when thoughts aren’t articulated clearly regardless of the medium we use? Misalignment: Humans and digital tools misinterpret the request and produces incorrect or generic outputs. Wasted time: The user spends more time refining and fixing outputs than actually benefiting from technology. Missed opportunities: Digital tools can enhance creativity, decision-making, and workflow automation, but only when given precise input.
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CORPORATE AMERICA BEHIND THE WALLS OF EA NS GHTS I I the state of how we communicate Executives who expect everyone to “figure it out” are missing the point. We use technology and tools that responds to our instructions with patterns, structure, and clarity. EAs who understand this can help their executives become better thinkers, communicators, and decision-makers. If you are not convinced yet, read more about the impact in the Gallup findings —there’s a science based impact when we can say what we mean, convey empathy in our messaging when conversations are difficult, and overall be a good human being. translating executive thinking for all forms of collaboration The way an EA structures emails, IMs, chat messages, organizes workflows, and refines instructions directly applies to working with all forms of collaboration. In particular, how EAs can help refine the prompts for AI interactions using their voice or their executive.
Encourage clarity: Help executives refine their thoughts before speaking or writing them down. If they can’t clearly explain their request, we won’t either. Use persona-based thinking: In AI, you can act as a specific expert [e.g. “Act as a CFO and outline cost-saving strategies”]. To protect identities, you don’t have to use the names of the executives or employees, hypothetical scenarios will work too.
Break down complexity: Structure instructions step by step rather than overloading a single message with excessive details. Experiment and refine: Once you nail the type of communication that aligns with your executive’s style, tone and character, save it. Our interactions with digital tools LLM tools, are an iterative process, it is memory based and will start to frame up the output based on what the executive assistant feeds it.
Example: Weak instruction: “Write a report on our latest marketing strategy.”
Refined instruction: “Act as [executive name]. Summarize the performance of our latest campaign, focusing on engagement metrics and conversion rates. Suggest two improvements based on the data in [executive’s name] voice.”
thinking in patterns Great communication follows patterns, and AI is no different. Understanding how AI processes language allows us to engineer our thoughts. Here are a few simple but powerful techniques EAs can use to optimize AI interactions: Question Refinement: AI suggests better versions of vague questions. Example: Whenever I ask a question, suggest a clearer version first. Flipped Interaction: AI asks the user questions to build a better response. Example: Ask me step-by- step questions before creating my report. Cognitive Verifier: AI generates sub-questions to improve accuracy. Example: Before answering, generate three clarifying questions to ensure precision.
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AI agents and automation tools like Power Automate, ChatGPT , and other machine- learning models [MLLs] are increasingly taking on repetitive, process-driven tasks—things that have traditionally been part of business administration to organize and deploy. But while AI can execute, it lacks the ability to think strategically, interpret nuance, or anticipate needs. These are and will continue to be core strengths of executive assistants. As AI takes over repetitive work streams, EAs have an opportunity to step into a new role as navigators and strategic enablers. Here’s the hard truth: AI is only as good as the input it receives. Unlike a human EA who can “read between the lines,” AI requires structured, precise instructions to generate meaningful outputs. This is where a major gap exists in organizations today. Leaders are constantly lifting and shifting so their communication may not be fully articulated in a manner that is concise—this is where EAs fill in the missing instruction to attain the expected output.
AI won’t fill the gaps in executive intent—it will only amplify inefficiencies if the input is unclear.
Context matters—AI doesn’t inherently understand nuance; it relies on well-structured prompts and logic.
Translation? EAs who hone their communication skills and learn how to give AI the right instructions will become the bridge between executives and AI systems.
Engineers and data scientists are busy building AI systems, fine-tuning MLLs, and refining algorithms. While the focus is on building AI, few are considering how it will integrate into daily business operations.
Who is ensuring that AI will be implemented in real-world business contexts? Who is teaching executives how to use AI efficiently and effectively? Who is managing the human layer of AI-driven workflows?
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AI readiness
The EAs who already hone the communication skill, will become the pioneers of the next era of executive support if they embrace AI now. Instead of being replaced, they will:
Refine AI-generated outputs to ensure they align with business needs Train executives on AI agents and how to give clearer instructions Identify automation gaps and step in where human oversight is critical Own AI-assisted workflows, ensuring smooth execution
There’s a lot of chatter that jobs will be replaced with AI. Possibly true, but AI won’t take over all of business administration—because the human touch remains irreplaceable. EAs will experience a transition in the workforce, especially in big tech, where “fail forward” is embraced and tested. But their steady hand will sustain the curve. While AI is being built and refined, deployment remains the missing piece. And the EAs who prepare now—who step up as communicators, AI managers, and strategic enablers—will be the ones leading this transformation.
be prepared for what’s next Start experimenting with AI tools—learn their strengths and limitations. Sharpen your ability to give clear, structured instructions. Position yourself as an AI enabler, not just an end user. Advocate for AI training and deployment strategies within your organization.
The future of executive support isn’t about doing more manual tasks—it’s about managing and optimizing AI-driven workflows and overseeing AI agents. This is the moment for EAs to lean into curiosity and discover what’s possible. Seize the opportunity to rewrite the EA job description—one that elevates administration into AI management and strategic enablement. AI is moving fast, and organizations need leaders who can bridge the gap between technology and execution. Engineers may be building AI, but it’s the EAs who will ensure its success behind the walls of corporate America.
Allie K. Miller, AI leader and advocate, sums it up perfectly: “AI isn’t here to replace jobs; it’s here to replace tasks. The future belongs to those who learn how to delegate to AI.”
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imagination to pixels
Generative AI tools like MidJourney, DALL-E, and Stable Diffusion have transformed how we create and interact with digital art. These platforms leverage deep learning to generate images based on textual prompts, allowing users to bring their ideas to life in unique and visually stunning ways. Executive assistants can now tap into their potential to uncover their imagination, create visuals and push boundaries in their role–learn how to make your imagination come to life.
comparative snapshot
MidJourney Website: https://www.midjourney.com
Overview: A powerful AI art generator focused on creating highly stylized, artistic visuals. Strengths: Known for its unique and creative outputs, MidJourney excels at producing abstract, surreal, and high-quality artwork. Use Cases: Concept art, branding visuals, and imaginative explorations. Access: Available through a Discord-based interface, making it easy for users to collaborate and share creations.
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imagination to pixels
DALL-E [by OpenAI ] Website: https://openai.com/dall-e Overview: A generative AI model designed to create realistic and imaginative images from text descriptions. Strengths: DALL-E specializes in producing images that balance realism and creativity, capable of generating highly detailed and contextually accurate visuals. Use Cases: Product design, marketing materials, educational content, and prototyping ideas. Access: Available through OpenAI’s platform and integrated into applications like ChatGPT.
S table Diffusion
Website: https://stability.ai Overview: An open-source generative AI model for creating detailed and photorealistic images. Strengths: Offers extensive customization and control for developers and artists. Users can fine- tune the model for specific artistic styles or applications. Use Cases: Game development, architectural visualization, and personalized artwork. Access: Requires some technical setup but is highly versatile for developers and advanced users. These tools are reshaping the creative landscape, making AI-driven artistry accessible to artists, designers, and curious minds alike. Executive assistants now have an incredible opportunity to tap into their creative potential by leveraging these tools. By learning platforms like MidJourney, DALL-E, and Stable Diffusion, EAs can contribute directly to the creation of branding elements and corporate assets, from social media graphics to custom presentations and even campaign visuals. Once these AI-generated assets are crafted, tools like Canva can be used to bring the full visualization to life. This blend of creativity and efficiency enables executive assistants to become key contributors to a brand’s visual identity, bridging the gap between strategy and artistic execution.
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rise of agents
Behind the walls of corporate America, a mix of hope, ambition, and the unshakable desire to make an impact vibrates through the corridors. For those of us who walk the path of executive assistants [EAs], this feeling isn’t new. We’ve always been regarded as magicians of sorts, wielding an unseen wand to conjure schedules, solve crises, and unlock solutions with a sprinkle of intuition. But today, the awe of technology is evolving for everyone, shifting from whispered incantations to the incredible power of Artificial Intelligence [AI] and Machine Learning Models [MLLs]. This is where agents are weaving into the fabric of America—not just the AI ones revolutionizing industries, but also the human ones who’ve been orchestrating the impossible long before silicon chips were activated. modern sorcery of technology Technology has always had a mystical quality, turning the impossible into the routine. Need to execute a contract from halfway across the globe? Done. Want insights from data you didn’t even know existed? Easy. Today, AI agents are becoming our partners in this mystical form, amplifying our abilities and extending our reach twofold. In many ways, the role of EAs mirrors the purpose of these agents. We’ve been acting as “human-form AIs” for years, processing information, anticipating needs, and creating solutions on the fly. But now, the spells we once cast into the universe are becoming reality through AI. It’s like we’ve been scribbling with the eternal pen, and suddenly, it can rewrite outcomes faster than we ever imagined. Approvals, schedules, and decisions—our tools for shaping corporate reality—are now turbocharged. AI is infusing our work with robust new engines, allowing us to focus on the capabilities and connections that no algorithm can replicate.
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rise of agents
shield against uncertainty If there’s one enchantment every EA wears daily, it’s the cloak of optimism. The world of office work is fraught with challenges and complexity—shifting priorities, unforeseen disruptions, and the occasional unpleasant email. Yet, like any good agent, we approach each task with grace. AI, too, is learning this lesson, helping to diffuse tension by streamlining workflows and enhancing communication. Together, we’re creating a corporate dome where storms of uncertainty are met with radiant calm. infinite connections The power of connections has always been at the heart of what we do. As EAs, we build networks that stretch beyond departments, industries, and sometimes continents. This hidden, boundless network allows us to summon resources, solutions, and insights from the depths of our lore. AI is doing the same in its own way, forging links between data points, people, and processes at an unprecedented scale. It’s like a constellation compass, guiding decisions with precision and aligning outcomes with the bigger picture. It shines a light on making choices that resonate across teams, industries, and, most importantly, what truly matters.
navigating the trenches Here’s where the impossible becomes reality: EAs [and agents of all kinds] excel in the spaces AI can’t yet reach—the trenches of corporate America, where intuition, experience, and empathy reign supreme. We dig deeper, uncovering possibilities hidden beneath the surface. The enchanted inboxes we manage and the “gravity-defying” feats we pull off aren’t just tasks—they’re a reflection of our ability to blend technology with humanity. As AI continues to evolve, our role becomes even more critical. It’s our understanding, creativity, and strategic thinking that give these tools their true power. wielding the unknown As navigators of complexity, we straddle a mystical plane at the intersection of human ingenuity and digital innovation. By leaning into curiosity, we move closer to a future where technology and human creativity are seamlessly woven into the very fabric of the organizations we support. The rise of AI and MLLs empowers everyone to amplify their abilities beyond what we once imagined, transforming whispered incantations into tangible tools. The seemingly impossible is now within reach. At the end of the day, whether human or machine, true magic lies in making the world behind the walls of corporate America a better, brighter place.
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CORPORATE AMERICA BEHIND THE WALLS OF EA NS GHTS I I prompt engineering Modernized ways of working are here, and the opportunity to outperform expectations is rising. The AI tools like ChatGPT, Bard, and Claude are being integrated into daily work, and from this innovation, one crucial skill is emerging at the forefront—prompt engineering. While many industries are figuring out how to weave AI into their infrastructure, EAs are uniquely positioned to lead this shift when the technology becomes available to them. Why? Because prompt engineering is not just about writing commands for AI—it’s about understanding context, structuring information effectively, and anticipating needs. And if there’s one profession that has mastered these skills long before AI entered the conversation, it’s EAs. Imagine AI as the ultimate digital companion—capable of drafting emails, summarizing meetings, and even strategizing. Now, imagine an EA who knows exactly how to instruct AI to deliver optimal results. This is where the EA Prompt Engineer [EAPE] role comes into play—a new skillset that enhances efficiency and amplifies expertise.
why prompt engineering matters
At its core, prompt engineering is about articulating precise, structured, and strategic prompts to get the most effective responses from large language models. EAs already articulate requests, anticipate outcomes, and distill complexity into clarity—all fundamental skills in prompt engineering. And it begins with one question: “What do I want this language model to help me accomplish?” From there, the EA breaks the request into clear inputs. A good prompt gives the model:
the right context a clear format direction on tone, length, and audience boundaries or exclusions to avoid generic results
AI, regardless of model being used, is only as smart as the person prompting it. Gaining a clear understanding of what prompt engineering is, allows EAs to:
translate unstructured requests into clear, executable actions automate recurring processes to save time and reduce error build visuals, drafts, workflows, and summaries in seconds—not hours
In the this chapter, we introduce you to ChatGPT with guidance on how to organize and sequence prompts for smarter collaboration. The goal is to amplify what you already do—because AI is a partnership. One that’s always ready, built to respond to instruction, and designed to reflect human brilliance in a complex world.
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CORPORATE AMERICA EA NS GHTS I I BEHIND THE WALLS OF The executive assistant [EA] role is adapting to the wave of technological evolution driven by advances in large language models. Prompt engineering is no longer a trend, it is now a strategic skillset. One that unlocks clarity, creativity, and control in a world that moves fast and rarely pauses. This guide is designed to help EAs step into the next gateway, in partnership with artificial intelligence [AI]. Prompting is more than typing into a chat box. It’s a way of thinking. It’s how you structure your ideas, translate your intent, and direct outcomes with accuracy. Whether you're automating a workflow, designing a 3D visual, writing strategic communications, or solving operational inefficiencies, the ability to frame your instruction effectively is what determines the outcome. This next phase of how we operate behind the walls of corporate America goes beyond the limits of digital literacy. It’s about leaning into the communication skills you already master and learning how to think clearly, ask with purpose, and lead with tools that respond in real time. Inside this guide, you’ll find the structure, templates, and examples that turn prompting into a daily practice. You’ll learn how to move from asking questions to building solutions and make ChatGPT work for you. Bring your experience and your curiosity. Because the future of work isn’t being built by developers or systems architects alone. It’s being transformed by EAs who know how to prompt it forward. how EAs can adapt, advance and partner with ChatGPT
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understand the ChatGPT models
Understanding which model you're working with matters when you're building workflows, creating visuals, or drafting communications that need to land with clarity. Each model has different strengths, and choosing the right one helps you prompt smarter, faster, and with better results. ChatGPT is built on tokens that are chunks of text, a word, space or punctuation. These are what the model uses to understand and generate language. When you write a prompt, ChatGPT breaks it into tokens so it can process the information. One token is about three quarters of a word on average. For example: “Create a quarterly operations review deck” equals to about six to seven tokens.
GPT Models at a Glance GPT-4.1 [1 million token limit]
OpenAI’s latest flagship model, offering enhanced performance in reasoning, content generation, and instruction-following tasks. It supports a context window of up to 1 million tokens and comes in three tiers: GPT-4.1: full capabilities, ideal for strategic or complex tasks GPT-4.1 Mini: balances performance and speed GPT-4.1 Nano: most affordable and fastest, best for lightweight needs GPT-4o Omni [128,000 token limit] A multimodal model that processes text, images, and audio. It’s optimized for more natural, human-like interaction and delivers improved performance across formats. GPT-4o: ideal for working across media or adding visuals to your work GPT-4o Mini: smaller, faster, and more cost-effective for moderate complexity GPT-3.5 Turbo [4,096 token limit] A faster, earlier model still widely used for basic tasks. Great for quick text generation, summaries, or less nuanced communication. Specialized Reasoning Models [token limit varies] o3: OpenAI’s most advanced reasoning model. It integrates visual input and excels at tasks involving analysis, math, logic, and complex prompts. o4-mini: A lightweight version of o3, offering speed and cost-efficiency while still handling advanced reasoning with confidence. These models are available across ChatGPT’s free, plus, and pro subscription tiers. Each tier unlocks different models and capabilities based on your level of access. Here’s suggested models to use based on the example task you need to accomplish:
Example Task Quick drafts, emails, questions or short messages Articles, reports, or content that needs visuals or strategic polish Brainstorming, ideation, or workflow design Complex reasoning or analysis that combines images, code, or logic o3 / o4-mini
*Recommended Model GPT-3.5 Turbo [most common for free users] GPT-4o [most common for paid users] GPT-4.1 o3 / o4-mini
*In the ChatGPT interface, the model selector is located at the top left of the screen, under the ChatGPT logo [on desktop] or in the menu button on mobile.
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CORPORATE AMERICA BEHIND THE WALLS OF EA NS GHTS I I prompt engineering examples At its core, prompt engineering is about articulating precise, structured, and strategic prompts to get the most effective responses from AI. EAs already articulate requests, anticipate outcomes, and distill complexity into clarity—all fundamental skills in prompt engineering. Consider these real- world applications: Email Drafting & Refinement: An EA who knows how to craft a clear AI prompt can generate polished emails in seconds, saving hours of time. Example: “Write a professional email in the tone of an executive, acknowledging a team’s success in completing Q1 goals and setting the stage for Q2 priorities.” Calendar Optimization: EAs are already calendar engineers. With AI, they can enhance scheduling by automating follow-ups, summarizing schedule conflicts, and even processing meeting recaps in minutes. Example: “Recap the leadership meeting and analyze the discussion to highlight any deep work and executive planning that is a key takeaway.” Strategic Decision-Making: AI can assist in generating reports, analyzing data, and forecasting trends, but only if prompted effectively. A well-crafted prompt can mean the difference between insightful AI-generated recommendations and generic responses. Example: “Summarize the key industry trends from these reports and provide a one-paragraph executive briefing on potential impacts.” Storyboarding: AI can create visuals that tell a story. Example: “Based on what you know about me [or add what specific story you want to tell] create a 3D model of me presenting at the Empowering Titans Summit.” These examples show how AI doesn’t replace EAs—it empowers them. The key is learning how to communicate with AI as seamlessly as they communicate with executives. how to get there To fully harness AI, EAs can adopt a structured approach to prompting—one that aligns with executive priorities, business strategy, and workflow optimization. That’s where the EA Prompt Engineer [EAPE] roadmap comes in.
The Art of Effective Prompting: Learning the structure of a strong AI prompt [role, task, context, outcome] and experimenting with different prompt styles to refine AI responses. AI & Executive Communication: Crafting AI- generated responses that align with executive voice and tone and using AI for data-driven decision-making and reporting. Ethical AI & Strategic Implementation: Learning about data privacy, ethical AI use, and corporate AI policies.
Automating & Optimizing Workflows: Integrating AI into email, scheduling, and project management and leveraging AI for real- time meeting transcription and action items
Taking into consideration the guidance above and the advanced ChatGPT cheat sheet, EAs will be well on their way to be a prompt engineer.
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Both the free and paid versions of ChatGPT generate responses on data the model has been trained on. Keep in mind that the data generated does not have the ability to access real-time or current external information. If accurate and current information is needed, it's important to verify the information provided by ChatGPT through other reliable mediums, especially for time-sensitive topics or rapidly changing events. Always verify the privacy and data usage policies
Executive Assistant ChatGPT cheat sheet Introducing ChatGPT, the AI-powered language model designed to help simplify repetitive tasks and can be leveraged by executive assistants [EAs] to boost their productivity. of the platform being used to stay informed about how the chat interactions are treated to safeguard personal or company data shared on chat platforms.
unlock the potential of ChatGPT
With ChatGPT, EAs can tap into their creativity, streamline planning and simplify tasks. Input a prompt or question, and ChatGPT will generate text-based responses. 1 2 3 4 create an account prompts personas priming
visit the ChatGPT website https://openai.com/ and click 'Try GPT' you will be asked to provide basic information such as your name, email address, and password
learn how to write effective prompts to achieve the results you need prompts are statements or questions to generate responses and can be anything that you want to ask or convey
personas are fictional characters that represent different types of users and guide the ChatGPT language model to generate responses that are tailored to the persona's characteristics and objectives
priming is the process of giving ChatGPT some context before asking a question--this can help provide more relevant answers including a specific tone or style of language generates a funny, formal, informal or professional output
navigate to the settings and select data control to view options to export your chat history note that the export function may not be available on all versions and the steps may vary depending on the version you are using if the output does not meet the conditions, criteria or answer to the question, you can ask ChatGPT to elaborate or select a different model with new structured context 6 7 8 export data regenerate response get organized ChatGPT automatically generates a title for the prompt chat you can edit the title by selecting the prompt on the left navigation menu, then select the pencil icon, change the title, select the check mark to save
5
start chatting
to craft an effective question, be clear and
specific about your needs, provide context, and use natural language to generate a relevant response
Business traveler: This persona represents someone who is traveling for business and needs assistance with finding hotels, car service, and meeting locations. Tourist: This persona represents someone who is traveling for leisure or personal reasons, such as sightseeing, visiting friends or family, or taking a vacation. VIP: This persona represents someone who is a high-profile or high-ranking individual, such as a CEO, celebrity, or politician. They may have specific requirements or preferences related to their travel and accommodations, and may require a high level of privacy and security. New Employee: This persona represents someone who is new to the company and may need assistance with a variety of tasks related to their onboarding and integration. They may require guidance on company policies and procedures, assistance with obtaining necessary equipment and supplies, and introductions to key colleagues and stakeholders.
Finding locations for business meetings: "I am an event planner. What are the top 5 meeting locations in downtown Seattle that offer full amenities, parking and onsite tech support?" Best travel flight routes: “I am an executive assistant planning travel for my VIP executive. What are the best direct flights from New York to Los Angeles on an airline that offers flat bed in business class?" Hotel recommendations: "I am a tourist on a low budget. What are the top 5 hotels with onsite laundry, gym and restaurant, near the convention center in Atlanta?" Car service: "I am a new employee who located to a new city and don't own a car. Can you recommend an affordable car service company to use in Singapore?" Respond to a meeting invitation: "I am a busy CEO. Help me write a formal response in a short simple language sentence politely declining a meeting invitation."
Frame the prompts clearly and provide as much context as possible, without inputting confidential or proprietary information, to help the model generate an accurate response. pro tip
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Before uploading any emails, documents, or internal resources, ensure that you comply with your company’s technology standards, security and confidentiality policies. And to protect identifies of executives consider using hypothetical examples that reflect your executive’s communication style, tone, and
structure rather than
using real proprietary information.
Executive Assistant Advanced ChatGPT cheat sheet
Introduction to setting up personalized GPTs in ChatGPT
optimize AI interactions tailored to your preferences
set a clear objective for how the AI should assist you [e.g. act as a strategic executive assistant] identify specific tasks the GPT should excel at A Personalized GPT in ChatGPT allows EAs to create an AI assistant that mirrors their executive’s preferences, tone, and working style. This customization ensures AI-generated responses are more relevant, efficient, and aligned with the executive’s expectations. Instead of receiving generic AI outputs, EAs can craft a tool that enhances their workflow, streamlines communication, and accelerates decision-making. 3 4 open the tool then navigate to Explore GPTs Click on + Create in the top right corner to being customization Select configure to add a name, customize the conversation starter questions and instruction: What would you like ChatGPT to know about you? How would you like ChatGPT to respond? upload sample emails, meeting notes, or templates that represent the style you want the tool to be trained on select create to save the GPT 1 2 log into ChatGPT define instructions train
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Before you hit save, choose how you want to share the GPT.
When customizing your GPT, start by analyzing past emails, reports, or notes your executive has written. Identify common phrases, tone, and structure that guide the AI to mirror their communication style. pro tip
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