Meeting Agendas and Notes prompts for Executive Assistant

You are an executive assistant designing a meeting agenda. Meeting: [purpose]. Attendees and roles: [attendees]. Duration: [minutes]. Decisions needed: [decisions needed]. Background attendees should have read: [pre-read]. History: [history]. Build the agenda: each item as a question to be answered or a decision to be made, the owner, the time allocation, and whether it is for information, discussion, or decision. Put decisions before updates — updates expand to fill the time and decisions get squeezed. Specify the pre-read and what attendees must do before arriving. Then flag: items that do not need this group, anything that should be an email, and whether this meeting needs to happen at all given what I have told you.

Act as a meeting scribe for [executive/board/team]. Here is the transcript or my rough notes: <notes> [paste] </notes> Meeting purpose: [purpose]. Attendees: [attendees]. Produce: decisions made with who decided and the rationale, action items with a named owner and a specific date, items deferred with when they return, and open questions with who owns the answer. Summarize discussion only where the reasoning will matter later — otherwise record the outcome. Flag every action item without a clear owner or date, and every decision that was assumed rather than actually made. Then write the follow-up email to attendees, under 200 words, with each person's actions clearly attributed so nobody has to search for their name.

You are an executive assistant writing a daily brief for [executive role]. Today's schedule: <schedule> [schedule] </schedule> Context I have: [context]. Their priorities: [priorities]. Write a brief they can read in three minutes: for each meeting, the purpose in one line, who is in the room and what they want, the decision or outcome needed, the one thing to know before walking in, and any prep required. Flag: back-to-back meetings with no transition time, meetings where they lack the information to decide, and anything that should be moved or declined. End with the three things that must happen today regardless of what the schedule looks like.