Capsules

PA for EXEC — a typical week for the executive assistant

Twenty-three Copilot moves that carry an executive assistant’s week, from Monday morning to Friday evening.

Executive assistants and executive secretaries
Executive assistants and executive secretaries
2 h 30 module or a self-paced path of 23 capsules
2 h 30 module or a self-paced path of 23 capsules
In person or remote, demonstration and hands-on practice
In person or remote, demonstration and hands-on practice
Beginner to intermediate
Beginner to intermediate

What you will be able to do

  • Get back on top of the inbox in 30 seconds on Monday morning, without reading every weekend email.
  • Sort the genuinely urgent items of the day with a single question to Copilot.
  • Build the boss’s weekly brief from the week’s emails and calendar.
  • Prepare a trip, a visitor or a committee with a checklist pulled from the calendar.
  • Draft an English reply, a supplier follow-up or official correspondence without starting from a blank page.
  • Close the week with a usable summary and the list of emails still unanswered.
  • Know what Copilot can see of your data, and how to check a result before you send it.

The method

One request = one objective, one context, one source, clear expectations: the O·C·S·A method, refined afterwards through the conversation.

Module outline

Sequence by sequence, timed.

  1. 01Monday 8 a.m. — arrival: weekend digest, sorting the urgent, the boss’s mailbox on delegation.
  2. 02Monday 10 a.m. — weekly meeting: the brief for the boss, Copilot notes, actions on the way out.
  3. 03Monday afternoon: calendar clashes, moving a meeting with tact, invitations and waiting rooms.
  4. 04Tuesday — travel and visitors: route and hotel, VIP welcome, expense sheet checks, hybrid meeting.
  5. 05Tuesday drafting: official letter from notes, email in English, supplier follow-up, team announcement.
  6. 06Wednesday — preparing the committee: agenda, Word file turned into a deck, room and catering.
  7. 07Thursday — the committee: questions to Copilot during the meeting, decisions, action tracker.
  8. 08Thursday — the unexpected: last-minute cancellation, complaint email, finding a document, “what did I miss?”.
  9. 09Friday — close of week: weekly summary, emails still unanswered, next week set up, out-of-office and handover.
  10. 10All week: confidentiality and what Copilot sees, checking results, the prompts that come back.

Capsules

23 capsules

Twenty-three Copilot moves that carry an executive assistant’s week, from Monday morning to Friday evening.

The habits

  1. 1

    I always read the draft: Copilot proposes, I approve.

  2. 2

    I attach the real file, never a summary of the file.

  3. 3

    I name the recipient, the tone and the language in every prompt.

  4. 4

    I check the figures, the dates and the names before sending.

  5. 5

    I keep the prompts that work in a single file, sorted by moment of the week.

The prompt library

  • Monday morning — Summarize the emails I haven’t read in the last 24 hours, starting with the ones that need an action.
  • Monday morning — What actually needs me this morning? Sort my emails by deadline and tell me what I have to do before 11 a.m.
  • Monday morning — Prepare my weekly brief for the boss, using my emails and my calendar: meetings, emails to handle, decisions pending, watch-outs.
  • Tuesday — I’m travelling to Lyon on Tuesday. Compare the trains, suggest two hotels near Part-Dieu station, and give me the price and the return time for each option.
  • Tuesday — Check these expense claims: flag the duplicates, the amounts over the limit and the incomplete rows, with the row number.
  • Tuesday — Translate this message into French, then draft a reply in English that offers a meeting next week and asks for the Atlas file.
  • Tuesday — Draft a polite follow-up to the supplier: the proof has not been confirmed for ten days, I need a firm date, cordial tone, no reproach.
  • Wednesday — Here are the documents for Thursday’s committee. Propose a five-point agenda for 90 minutes: a time per point, the document to read beforehand, and the decision expected.
  • Wednesday — Turn this Word document into a six-slide PowerPoint, one idea per slide, clean and readable, keeping the figures from the document.
  • Thursday — Julie can’t make Thursday’s meeting. Draft a short note that proposes Sophie presents the schedule and confirms the date has not changed.
  • Thursday — Here is a complaint email from a client about late display units. Draft a reply that acknowledges the delay, states what happens next and proposes a date, without inventing a specific promise.
  • Friday — Give me a summary of the week for the boss: decisions taken, figures worth knowing, what is still open. Answer in English.
  • Friday — List the emails I haven’t answered for more than five days, oldest first, with the action needed on each.
  • Friday — Get next week ready: find the calendar clashes, the meetings with no agenda, and the emails that have to go out before Monday.

The resources

The resources

Sheets and materials to download or print.

Proposition sheet — PA for EXECThe typical week, the Outlook / Teams / Zoom split and what the kit contains.Production plan — PA for EXECThe 44 planned capsules, the shooting order and the real production status.

PA for EXEC — a typical week for the executive assistant

Executive assistants and executive secretaries

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