A practical guide to prompt engineering, built for executive assistant ChatGPT power users.
open to explore
EXCLUSIVE
Real-world executive assistant examples, prompt organization, patterns, sequence and how to structure inputs for visuals.
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TABLE OF CONTENTS
how EAs can adapt, advance and partner with ChatGPT
introduction to ChatGPT prompts advanced personalized ChatGPT ChatGPT patterns ChatGPT 3D model organizing and sequencing prompts context template visual template why prompt engineering matters understand the ChatGPT models
instruction template GPT customization modular AI architecture
EA use cases
take the step through the next gateway
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EA PROMPT ENGINEERING
how EAs can adapt, advance and partner with ChatGPT
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.
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EA PROMPT ENGINEERING
elevating skills you already master
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 about writing commands for AI, 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.
This is where a new dynamic to the role begins to emerge: the EA Prompt Engineer [EAPE]. A next- level capability 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, and 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 down 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 ChatGPT [generative pre-trained transformer]: Generative: produces text [or other outputs] rather than just analyzing or classifying it. Pre-trained: the model is trained on a large dataset before being fine-tuned [if needed] for specific tasks. Transformer: the foundation is based on the transformer architecture, a powerful neural network design. This guide gives insights on how to organize and sequence prompts for more effective collaboration with AI. 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 BEHIND THE WALLS OF EA PROMPT ENGINEERING understand the ChatGPT models EA NS GHTS I I 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. For the latest model information refer to the ChatGPT guide as this information will continue to change as OpenAI improves the capabilities.
GPT Models at a Glance
Main model GPT-5: Best all-around model, super smart GPT-5 mini / nano / chat: Smaller, faster, cheaper versions Thinking Models [Reasoning] o1 series: Solves puzzles, logic, math o3 series: Strong problem-solver, harder tasks o4-mini / high: Fast thinker, can also look at pictures Creative Model GPT-4.5: Best for writing, stories, and natural tone Big Memory Models GPT-4.1: Handles huge amounts of info at once GPT-4.1 mini: Same but smaller and faster Talking & Picture Models GPT-4o: Chats with voice and sees pictures GPT-4o mini: Quicker, lighter version for fast chats
Quick Pick GPT-5: almost anything o-models: deep thinking GPT-4.5: creative writing GPT-4.1: long documents GPT-4o: voice or picture chat
These models are available across ChatGPT’s free, plus, and pro subscription tiers. Each tier unlocks different models and capabilities based on the user level of access.
*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 which are all fundamental skills that can be seamlessly carried forward in prompt engineering. Consider these use cases: 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
3
4
1
2
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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Avoid inputting confidential or proprietary company information. Use hypothetical or anonymized data when necessary. AI should complement, not replace, strategic thinking and decision-making. Always review outputs for accuracy.If you are quoting factual data
or insights, verify the information before acting on it or publishing it in a public domain.
Executive Assistant Advanced ChatGPT cheat sheet
Introduction to ChatGPT patterns
understanding prompt engineering
Prompts can be simple questions and structured inputs that guide large language model behavior. AI operates through patterns, meaning well-structured prompts lead to more precise and relevant responses.
Flipped Interaction Pattern: AI asks the user questions to refine an idea before generating a response. Example: I need to plan travel. Ask me questions to gather flights, ground transportation, and hotel options before drafting the itinerary. Question Refinement Pattern: AI suggests better versions of vague inputs to improve clarity and precision. Example: Whenever I ask a broad question, suggest a more detailed and specific version before generating the response.
Persona Pattern : Asking AI to act as a specific expert to generate the response. Example: Act as a Chief Marketing Officer. Provide an analysis of current trends in digital marketing. Cognitive Verifier Pattern : AI generates sub-questions to improve accuracy before responding. Example: Before answering, generate three clarifying questions to ensure a well-rounded response.
Weak Prompt: Tell me about marketing strategies.
Refined Prompt: Act as a CMO of a Fortune 500 company and outline a digital marketing strategy for a new product launch in the health tech industry.
Applying these structured prompting techniques, EAs can guide AI tools more effectively, ensuring responses are actionable, relevant, and aligned with business needs. pro tip
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When engaging with language models or AI tools for administrative tasks, data analysis, research, or process validation, please safeguard sensitive information. Always interact using hypothetical or anonymized examples. Refrain from sharing any confidential or proprietary data to ensure compliance with privacy and security protocols.
Executive Assistant Advanced ChatGPT cheat sheet Introduction to ChatGPT patterns specifc to function and strategy outcomes This prompt framework goes beyond a simple instruction. It guides the model to think step-by-step, making it more effective at handling complex, strategic, or ambiguous tasks. For EAs, this approach supports clearer reasoning, stronger decision-making, and more consistent results. It’s especially useful when deconstructing workflows, planning cross-functional initiatives, comparing decision paths, or surfacing strategic insights from operational data. understanding chain of thought [CoT] framework
Inferring: Use to extract meaning, detect themes, or surface insights that aren’t explicitly stated.
Iterative: Use to build executive briefings and plans to refine or improve the output.
Use case: Helps with surfacing what is unsaid to prep for the executive’s external engagement schedule to draft talking points highlighting relevant market trends. Example: Based on the anonymized external calendar, infer the executive’s top priorities. For each event, what market trend or strategic topic might be important to keep top of mind? Draft the top 5 key talking points in the CEO’s voice and tone. Reverse thinking: Use to start with an outcome and reason backward to understand cause or process. Use case: Driving alignment for a strategic milestone or executive narrative. Example: Assume the CEO delivered a standout keynote at the industry forum, and is now being recognized as a leading voice in digital transformation for regulated markets. Work backward to identify the communications, meetings, content development, stakeholder alignments, and thought partnership steps that have to happen over the next 90 days for the leadership 3-day offsite. Break it down into weekly priorities, risk checkpoints, and support needs for the EA.
Use case: Create a leadership briefing document starting with the basic draft agenda to refine the tone, add strategic insights, and reframe sections based on the leader’s preferences across multiple iterations. Example: Draft a one-page summary of this 12-page report for a c-suite executive. Then refine it to include risks and next steps. Now reformat it into bullet points for a presentation and tone.
Step-by-step: Use to plan, solve or unpack complex schedules or processes one step at a time.
Use case: Planning a leadership 3-day offsite with multiple stakeholders. The logistics need to support a hybrid and safe environment for highly demanding c-suite executives. Example: We are researching options for an executive offsite. Walk through the steps to plan the 3-day meeting in Q3 in a city and venue that can accommodate a hybrid and safe environment. Include a logistics checklist, a communications strategy, logistics and any travel risks in the APMEA region we need to consider. We have 90 days to prepare and the theme of the offsite is, digital transformation for regulated markets.
If you test both the reverse thinking and step-by-step reasoning examples above, you’ll see how each method produces a different kind of output. One works backward from the outcome. The other builds forward in sequence. Use this to see which one gives you more clarity to move the initiative forward.
Understanding the types of prompt helps determine which framework to follow. This allows for more intentional design and better interactions with any large language model. pro tip
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Use your judgment to decide what’s relevant, realistic, and right for your context. Always avoid sharing confidential information or names when mapping real paths. The GPT can help you think through complexity, but it’s
your role to guide the outcome and shape the direction with insight and awareness.
Executive Assistant Advanced ChatGPT cheat sheet Introduction to ChatGPT patterns specifc to function and strategy outcomes Tree of thought is a way to work through complex problems by exploring multiple options or branching paths. There are four common patterns: option, priority, reasoning, and scenario trees. Each one helps surface ideas, test different paths, and build clarity before making a decision. For EAs, option and priority trees are most helpful. They support high-level planning, compare strategies, and simplifies the output into practical next steps. understanding tree of thought [ToT] framework
Option: This ToT method explores multiple paths before making a choice. It helps EAs think through decisions with tradeoffs when time, resources, or people are involved. Use case: Preparing the executive’s Q4 international travel strategy when balancing budget constraints, external impact, and internal priorities. You need to map travel options across multiple regions, each with different business value, team needs, and leadership visibility. The goal is to evaluate where travel has the biggest return and where virtual engagement seamlessly unfolds. Example: The CEO has limited travel capacity in Q4. Develop three strategic travel paths to guide final planning. Each option should focus on one area: internal team impact, external visibility, or cost efficiency. For each path, outline the benefits, tradeoffs, and suggested actions that align with the company’s year-end business excellence message. Consider that the international HQ is in Vancouver, Canada, where most employees are based. The customer base is evenly distributed across the Americas, Europe, and APEMEA, with smaller base offices in each region. Recommend the option that delivers the highest strategic value for Q4.
Priority: This ToT method helps break down a big task into smaller branches, then expands those into manageable steps. It's ideal for large-scale initiatives where workstreams and dependencies need to be made clear. Use case: Designing a 90-day onboarding experience for a new executive leader across multiple departments. You need to design a program that aligns onboarding across IT, HR, key business units, and comms with milestones, sequencing, and calendar flow. Example: Create a tree of onboarding tasks for a new c- suite leader joining in Q3. Start with four main branches: tech setup, team integration, strategy briefings, and leadership brand building. Under each branch, list key tasks, identify responsible owners, and suggest timeframes. The executive will work in a hybrid agile environment and collaborate across matrixed business units. Their span of control includes six direct reports. The customer base is global, with a strong concentration in APMEA. The role includes quarterly regional travel, with 80% of external engagement and 20% internally. Build the onboarding experience to reflect this strategic landscape across a phased 60 day approach.
Start by drafting the prompt with your own structure in mind, then ask GPT to show multiple paths before choosing a direction. A Tree of Thought approach helps you see the bigger picture first. It encourages new ways of thinking, reveals unexpected options, and gives you space to explore before narrowing in on what works best. This method is especially useful when your work sits across functions, priorities, or timelines. It helps you align with the ecosystem, weigh tradeoffs, and stay a few steps ahead in your planning.
A ToT framework works best when you combine your instinct with the model’s ability to explore, expand, or evaluate paths you might not have considered yet. pro tip
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A structured approach to storyboarding helps every visual communicate meaning
and leave a lasting impression because visuals are more than appearance. Imagery brings the message to life, reflects the mission, and strengthens the voice behind the brand. Whether you're creating
a 3D model, social media graphic, book cover, or scene, every idea should be shaped with clarity and purpose. Organize your prompt input in a way that is structured, focused, and collaborative.
Executive Assistant Advanced ChatGPT cheat sheet
How to train ChatGPT to create images with text
organizing and sequencing prompts
When your input is clear, consistent, and organized, the model begins to recognize your brand’s tone, visual style, and character dynamics—allowing it to anticipate your needs and elevate the creative process.
Example prompt: Make a picture of a 3D action figure sitting at a desk in an office setting. Display the figure inside a toy-style clear plastic box, using black and gold as the main colors. The figure should match the style shown in the photo: [add specific features to replicate from the photo]. On top of the desk, include a nameplate with the text: “Gem” [in white] and below it: “EA Sentinel Guardian”. Add the following desk accessories: [list specific items, such as eternal pen, laptop, EA Playbook, digital phone, water bottle]. Place a puppy at the side of the desk. Keep the toy packaging design simple and modern. Behind the desk, include the “ASK EA Insights” logo and a poster with the phrase “Let our intention be the guiding force.” In the bottom corners of the box: Bottom left “GEM” with “EA Sentinel Guardian” below; Bottom center a shield icon; Bottom right the “EA Insights” logo.
After an initial image is created, the model retains context from that last prompt during the session. Our next set of prompts started off with: Based on what you know about Gem, create a 3D model of her [add the next instruction]. The model will continue with the originating prompt. TIP
Add text to include in images enclosed in quotes.
... soul food cozy kitchen with her puppy drinking water out of the bowl.
...living room. Add her puppy on the couch looking out the window.
... home with her puppy outside her house and her cute Beetle car in her driveway.
... zen backyard, with circular seating around her cozy fire pit, and with her puppy chasing butterflies near the waterfall.
Articulating the right prompt reduces ambiguity and helps ChatGPT follow the flow of your vision with accuracy. The clearer your instruction, the more aligned the output will be with what you imagined. pro tip
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ChatGPT prompt sessions are context-based, which means the model remembers what you share during the active conversation. Once the session ends or is refreshed, that memory resets.
Executive Assistant Advanced ChatGPT cheat sheet
How to train ChatGPT to create images with text
organizing and sequencing prompts
We continued our ChatGPT session with: Based on what you know about Gem, create a 3D model of her [add the next instruction]. Depending on the order of instruction and additional elements included, it will try to create the new image based on previous inputs. For instance, in the motor cycle image, we added a puppy in a passenger cart and the model replicated this in the bike ride. When your input is clear, consistent, and organized, the model begins to recognize your brand’s tone, visual style, and character dynamics—allowing it to anticipate your needs and elevate the creative process.
Organize instructions in a clear sequence and separate creative input from literal text to include: 1.Scene location: traveling in airport 2.Characters: Gem and puppy 3.Style: 3D model, realistic
... shopping in the local market.
... traveling through the airport with her puppy
4.Colors: black, white and gold 5.Text elements: bold sans serif
Why it helps to inclose text in quotes It tells the model exactly what to include in the visual generation word-for-word and avoids interpreting part of the message as commentary rather than instruction. Label where the text should appear [i.e. "Title on poster" or "Spine of the book"] Stay in the same session if you want continuity for a storyboard. Use clear and organized inputs and phrases like:
... walking into her office building skyscraper with her puppy following behind her.
Just like in the last scene… Continue from the airport… Same outfit and style, but…
Consistency matters over time: In the 3D model instruction to create Gem in a board meeting with her executive, we didn’t specify every element—yet the model intuitively placed Gem behind the desk with Diamond next to her, the executive across from her and even
... riding a motorcycle on the side of the mountain overlooking the beach, with her puppy in the side passenger cart.
added a presentation screen beside them. That level of alignment happens when your input builds a memory of voice, tone, and brand values.
... riding her bike wearing sunglasses and her favorite chic workout gear with her puppy in the front basket.
Create brand images with intention by aligning every visual element—color, character, and message. pro tip
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Executive Assistant Advanced ChatGPT cheat sheet
Save frequently used ChatGPT prompts as templates
power user prompt engineering context template
We learned so far that a well-structured prompt helps translate your ideas into clear, actionable output. Whether you're generating a visual, writing content, building workflows, or solving a problem, having a structured template allows you to focus on what you want.
Prompt templates reduce time, keep your requests consistent, and ensure that ChatGPT delivers exactly what you need, in your style and voice for all the personalized GPTs you have designed.
Purpose of the Content What are you trying to communicate or achieve with this writing task? i.e. Inspire EAs to rethink their approach to workflow planning, or educate users about Microsoft 365 tools. Audience Who will read the content? What tone, depth, or style will resonate with them? i.e. EAs looking for advanced strategies, or corporate leaders new to automation. What are you asking ChatGPT to write? Include the style/medium of the context. i.e. Company news article, executive email, LinkedIn caption, creative design one-pager, training material. Length What is your ideal word count or length guideline? i.e. 500 word blog post, 3 paragraph email, 8 slide presentation, 5-page workforce report, 25-page training manual. Define the tone or voice Additional direction on how you want the outcome. i.e. Empowering and clear, no jargon, strategic, direct and professional. Key Points or Structure to Include What should the message cover? List must-have points or a structure. i.e. Introduce the challenge, explain the solution, give real-world example end with an empowering message or call to action. Specific Phrases or Branding Language to Include [optional] Any phrases, quotes, or taglines you want written exactly? Call to Action or Closing Message What should the audience feel, think, or do after reading? i.e. Change the world, inform and teach, explore the visual template, or try it in their own workflow.
Example prompt Write a 100 word message introducing Microsoft Loop Component to executive assistants. Highlight the tool can streamline routine collaboration to align calendars. The tone should be clear, empowering, and simple. Start by identifying common bottlenecks in manually landing on a scheduled date and time for all stakeholders. Then explain how simplifying the process through Microsoft’s built-in tools reduces back-and-forth email. Include a short real-life use case tied to a scenario of how an EA used this to gain back time. End with a reminder that digital fluency is a choice, and automation is one of their greatest tools for operational excellence. Prompt Output Coordinating meetings often leads to bottlenecks—endless emails, changing availabilities, and missed updates. Microsoft Loop Components streamline this by letting executive assistants embed a live scheduling table directly in Teams or Outlook. Instead of juggling replies, all stakeholders update availability in one shared space—no switching apps. An EA used a Loop Component to propose dates for a board prep session; within minutes, leaders aligned without a single follow-up. She gained back hours usually spent on calendar wrangling. Remember: digital fluency is a choice. Tools like Loop are more than features—they’re keys to operational excellence and reclaiming time for high-value work.
A keen eye for detail is essential when working with large language models. The goal is to shape content that reflects yourvoice and character—not the model’s default, computer-generated tone. pro tip
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Executive Assistant Advanced ChatGPT cheat sheet
Save frequently used ChatGPT prompts as templates
power user prompt engineering visual template
The visual template helps you organize creative ideas into a format that is clear, intentional, and easy to interpret. Whether you're requesting a 3D scene, a character design, or a branded graphic, this structure keeps your vision aligned and consistent—while giving the model or designer the information they need to bring it to life.
Fill out each section of the template Scene Description: Write a quick summary of what is happening in the image. Keep it action-focused. Example: Gem is walking through the airport with her puppy by her side and a suitcase in hand. Purpose of the Content Before filling in the template, determine what the visual is intended to do or speak to. What is the message behind this visual? Who is the audience? Where will it be used [social media, internal guide, course slide, etc.]?
Example prompt What: Create a 3D model of Gem walking through an airport terminal.
Scene description : Gem is confidently walking through the terminal with her puppy beside her and a suitcase in hand. She’s looking ahead, ready to lead.
Style: 3D model, realistic, clean lighting, modern executive design.
Character details: Like in the photo, Gem is wearing a dark pink power suit with gold accents. She has square black glasses, AirPods in her ears, a digital phone in one hand, and an iPad peeking out of her tote. The puppy has a gold collar and matches her pace with enthusiasm.
Style: Specify the visual style. Example: 3D model, realistic, clean lighting, modern design.
Color palette: Black, white, gold, sunshine yellow, and dark pink.
Environment/setting: A sleek, modern airport terminal with high ceilings, polished floors, and soft light filtering through large windows.
Character details: Include names, outfits, accessories, and emotional tone. Example: Gem in a pink power suit, square eye glasses, digital phone in hand, AirPods in ear.
Text elements [with placement]: Sign above the gate: “Next Stop: Future-Ready”
Color palette: List the core colors for brand consistency. Example: Black, white, gold, yellow, and dark pink.
Luggage tag text: “EA Sentinel Guardian”
Environment/setting: Describe where the scene takes place. Example: Modern airport terminal with clean lines and a polished floor. Text elements [with placement]: Include any text you want in the image and where it should appear. Put literal text in quotes for clarity. Example: Sign above the gate: “Next Stop: Future-Ready” Special notes or themes: Add energy, mood, or extras. Example: Scene should feel empowering, showing momentum and leadership.
Digital screen in the background: “Ask EA Insights”
Special notes or themes: The image should feel dynamic and inspiring, capturing the energy of movement. This is Gem on a mission, prepared, present, and paving the way for what’s next.
To continue using the template to create a storyboard, start the next prompt with: Based on what you know about ....” and the GPT will carry over the style, tone, and presence from the originating prompt. pro tip
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Executive Assistant Advanced ChatGPT cheat sheet
Save frequently used ChatGPT prompts as templates
power user prompt engineering instruction template
This instruction template helps EAs break down complex problems into a structured format that guides the model’s reasoning. It emphasizes clarity, critical thinking, and step-by-step execution, creating a foundation for targeted, outcomes. Role and Objective Be as concise as possible to receive the desired outcome. For example: You are an executive assistant [EA] supporting senior leadership. Your objective is to anticipate needs, manage complex workflows, and ensure strategic alignment while maintaining confidentiality, efficiency, and proactive communication in an agile corporate environment.
Instructions 1.Read the request or task thoroughly.
Reasoning steps 1.Clarify the nature of the task and any ambiguity. 2.Contextualize it within the larger strategy or goals. 3.Map out dependencies, blockers, and opportunities. 4.Create an action plan with timelines and deliverables. 5.Communicate your proposed steps or draft to stakeholders for feedback if needed. 6.Refine and execute, following up on progress. Chain of Thought Chain of Thought [CoT] reasoning should be incorporated into instructions to effectively solve complex, multi-layered problems. It reinforces the step-by-step reasoning essential to the EA role, enabling nuanced decision-making, identification of dependencies, and prioritization with strategic context in mind. Prompt template thought guidance Instructions: Understand the task request. Identify the main goal and stakeholders. Use chain of thought reasoning. Present output in structured format.
2.Identify the core objective and any secondary goals. 3.Consider the stakeholders, timelines, tools, and context. 4.Apply best practices for discretion, time management, and prioritization. 5.Draft a solution or response that balances proactivity and clarity. Sub-categories for more detailed instructions Calendar strategy: Align schedules across time zones, flag conflicts, and suggest strategic use of time.
Communication flow: Draft clear, concise emails, updates, and messages to internal and external stakeholders.
Workflow optimization: Streamline requests, automate tasks where possible, and suggest smarter workflows.
Meeting support: Prepare briefings, agendas, notes, and follow-ups.
Travel and logistics: Coordinate seamless travel that aligns with the leader’s work style and priorities.
Reasoning Steps: What is the problem or objective? Who are the stakeholders and dependencies? What steps are required? What could block progress? What is the proposed solution?
Data: Use available tools to extract insights or summarize key points for informed decision-making.
Interact with the customized GPT using the menu actions instruction . This method where users define specific actions that the AI should perform in response to menu selections or hot-key prompts.
Think step by step. Use judgment. Reflect on what’s needed before it’s asked. pro tip
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Executive Assistant Advanced ChatGPT cheat sheet
Save frequently used ChatGPT prompts as templates
power user prompt engineering instruction template
Purpose of the prompt Before filling in the template, determine what the instruction is intended to do or speak to. What is the complexity being solved for? Who is the audience? Where will it be used [i.e. process, workstream or report].
Example prompt template
Example visual output
Objective Summarize executive leadership workstreams in a visual dashboard that tracks progress, highlights roadblocks, and identifies areas requiring executive input. Contextual notes Stakeholders: CEO, CMO, Regional Heads [APAC, EMEA, AMER] Format: Bullet-style for quick readability Key Focus: Visual clarity, leadership alignment, surfacing blockers Chain of Thought and recommended action plan Organize by workstream: create titles and sub-categories for each leader’s domain to provide structure. Simplify information: use bullet points to convey current status, next steps, and percent complete. Add visuals: use status indicators [e.g., traffic lights, progress bars] to give at-a-glance clarity. Highlight roadblocks: create a call-out section under each workstream for blockers or areas stalled. Executive input required: flag any items needing CEO or CMO direction with a distinct icon or label. Next steps and pending items Clarify open items that require further research or cross-functional alignment. Confirm ownership of unresolved actions with each regional lead.
Prepared drafts and attachments Executive Briefing Summary [draft in progress] Sample dashboard layout [pending review]
Try it out: EA prompts
pro tip
This prompt is designed for proactive EAs working in an agile or distributed work model.
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Executive Assistant Advanced ChatGPT cheat sheet
Customize ChatGPT to work the way you do
power user prompt engineering customization
Personalize the partnership Customization helps shape ChatGPT to reflect how work is approached, how tasks are managed, and how support is delivered. This makes the responses feel more relevant and personal.
Example customization visual
how to get started Option 1: quick access via profile menu
1.Click your profile photo 2.Select Customize GPT 3.Update the prompts
add your name or how you want to be addressed
Option 2: full access via settings 1.Click your profile photo 2.Settings>Personalization 3.Open the custom instructions canvas
be as descriptive and concise as possible
select from the GPT options + or add your own
Manage the memory Memory helps GPT remember the important details.
Include additional insights about you. Example: I balance moving fast with thinking deeply. Support me like a trusted partner, someone who helps me stay ahead, organized, and make smart decisions that are aligned to what matters most. I thrive in the details, but never lose sight of the big picture while navigating complexity.
update advanced settings before selecting save below
Why it matters Customization and memory management help shape ChatGPT into a true thought partner. It learns the tools, pace, and tone that matter most. When it remembers what is helpful and forgets what no longer fits, it stays aligned with how the work is done. Keeping it updated means support stays focused and useful, even as roles or tasks change. This is how AI becomes more than a tool. It becomes a trusted part of how work is shaped, shared, and delivered.
pro tip
Consider reviewing memory monthly or anytime you pivot in your path forward.
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Executive Assistant Advanced ChatGPT cheat sheet
Customize ChatGPT to work the way you do
power user prompt engineering modular AI architecture
Personalize GPTs Remember to architect your work to match the model and instruction. Use faster LLMs for speed, reasoning models for depth and combine outputs when needed.
modular AI architecture screen demo
Modular AI Architecture Personalize and create context blocks. Level of context drives the output, so the input is critical to framing the outcome. Core Ladder Framework # = Top-level instruction (the main “rung” of the ladder). ## = Sub-instruction (a step that supports the main instruction). ### = Further detail, refinement, or constraint (optional, depending on complexity). The more hashes, the deeper you go into the hierarchy. This provides both clarity and structure, letting the LLM interpret your intent without ambiguity. Contact Blocking Separating different parts of your instructions into clear, bounded sections, so the model doesn’t blur them together. How it works: Use visual separators like lines (---), hashtags, or labeled blocks. Place reference content [i.e. a document, dataset, or transcript] in one block. Place instructions in a separate block and add an output format block at the end. This helps the model know what’s “background” versus what’s “task.” Why It’s Effective Visual hierarchy: You control the structure of the chat. Modularity: Easy to add, remove, or edit “rungs.” Iterative refinement: The ladder guides the framework. Model parsing: LLMs handle bullet-style, structured text better than cluttered ambiguous instructions. Why it matters Understand when to pick reasoning versus standard inputs depends on when you want to think deeply or the need to invoke an instruction for a quick answer.
When information and instructions are architected with GPTs, the tool becomes an engine that captures nuance, raises velocity, speeds up decisions, and strengthens execution.
pro tip
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EA PROMPT ENGINEERING
use cases: ChatGPT
Instant drafting: Generates emails, meeting notes, and reports based on simple prompts.
Knowledge retrieval: Quickly summarizes long documents, extracts key takeaways, and provides clear explanations on complex topics.
Task automation: Helps brainstorm ideas, create itineraries, and draft executive communications with speed and accuracy.
Conversational insights: Assists with drafting responses, refining messaging, and enhancing communication tone.
ChatGPT is an AI-powered assistant that helps EAs draft, summarize, research, and ideate faster. By leveraging natural language processing, it can generate polished emails, summarize reports, suggest professional responses, and even assist with data organization. For EAs who manage high volumes of information and communication, ChatGPT serves as a powerful tool to streamline daily tasks and enhance productivity. example use case: An EA needs to draft a professional yet concise response to an executive’s email request. Instead of starting from scratch, they input key details into ChatGPT, which generates a polished draft in seconds. The EA then fine-tunes the response, ensuring it aligns with the executive’s style and preferences saving valuable time. how to get started: Access ChatGPT via OpenAI’s web app. Use prompts effectively—provide clear instructions with context for the best responses. Refine drafts by reviewing AI-generated content and adjusting tone, structure, or details as needed. Leverage ChatGPT for drafting communications, brainstorming ideas for presentations, team communications, or event planning. Summarize key information from reports, meetings, or long email threads to provide quick executive updates. ChatGPT is a versatile AI assistant that enhances efficiency without replacing human judgment. By integrating it into daily workflows responsibly, EAs can reduce time spent on routine tasks and focus more on high-value executive support.
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