Start with the Basics – Setting Up ChatGPT for EA Workflows
Before jumping into advanced tools, configure ChatGPT to understand how you work. This customization is for Plus+ account holders.
Customize ChatGPT to match your executive assistant style:
- Go to Settings → Custom Instructions [bottom-left corner].
- Fill in:
- “What would you like ChatGPT to know about you?” → Example: I am a Senior Executive Assistant supporting a c-suite executive. I handle scheduling, meeting prep, email drafting, and team coordination. My responses must be clear, concise, and professional.
- “How would you like ChatGPT to respond?” → Example: Be structured, prioritize key details, and use a professional tone. When drafting emails, include a subject line and greeting.
Use the right mode for advanced tasks:
- GPT-4 [with plugins]: Best for scheduling, document handling, and automation.
- File Uploads [Enterprise/Plus users]: Summarize reports, analyze Excel files, and extract insights from PDFs.
- Web Browsing: Research market trends, find real-time data.
Use Case 1: Email Drafting & Inbox Management
Scenario: Your executive needs to send follow-ups after a leadership summit.
How to Perform This Task Using ChatGPT:
Draft a follow-up email
Prompt: “Write a professional follow-up email to [Recipient Name] thanking them for their time at the summit and suggesting a next step on [Topic].”
Refine the tone
If it needs adjustments, say: “Make this more formal/personal/concise.”
Summarize long email threads
Prompt: “Summarize this email thread between [Person A] and [Person B] and highlight key decisions made.”
Use Case 3: Scheduling & Travel Planning
Scenario: Your executive is traveling next month for multiple business meetings.
How to Perform This Task Using ChatGPT:
Find the best flights & hotels using the Expedia Plugin
Prompt: “Find the best business-class flights from New York to London for MM DD to DD.”
Generate a full itinerary
Prompt: “Create a detailed travel itinerary including flights, hotel check-in, meeting schedules, and local transport options.”
Use Case 2: Preparing for a Meeting
Scenario: Your executive has a board meeting tomorrow. They need a summary of the agenda, key talking points, and background on attendees.
How to Perform This Task Using ChatGPT:
Generate a meeting agenda
Prompt: “Draft a formal agenda for an executive board meeting discussing Q1 performance, upcoming projects, and strategic initiatives.”
Summarize key discussion points from reports
Upload a file, then prompt: “Summarize key takeaways from this Q1 performance report in bullet points.”
Get insights on attendees
Use Web Browsing Mode [Click on “GPT-4” at the top of the chat window] and ask: “Provide background on [Attendee Name] and their role at [Company Name].”
Use Case 4: Summarizing Reports & Decision Support
Scenario: Your executive receives a 50-page industry report but has no time to read it.
How to Perform This Task Using ChatGPT:
Upload the document
Prompt: “Summarize the key insights from this report in 5 bullet points.”
Refine for clarity: “Make it more concise and focus on actionable recommendations.”
Other plugins and use cases
Wolfram Alpha Plugin
Integrates computational intelligence, enabling complex calculations, data analysis, and access to real-time data.
Use Case: Assists EAs in generating detailed reports with accurate data visualizations and performing advanced analytics for strategic decision-making.
Zapier Plugin
Connects ChatGPT to over 5,000 apps, automating workflows and reducing manual tasks.
Use Case: Automates scheduling by syncing calendars, sends reminders across platforms like Slack or email, and updates project management tools, streamlining daily operations.
Browser Plugin
Enables ChatGPT to access and retrieve up-to-date information from the internet.
Use Case: Allows EAs to obtain the latest company news, market trends, or real-time data, ensuring informed decision-making and timely updates.
PDF Reader Plugin
Allows ChatGPT to extract and summarize information from PDF documents.
Use Case: EAs can quickly digest lengthy reports, contracts, or meeting materials, saving time and enhancing comprehension.
Canva Plugin
Integrates with Canva to assist in creating visually appealing graphics and presentations.
Use Case: Helps EAs design professional event invitations, social media posts, and marketing materials without requiring extensive design skills.
VoxScript Plugin
Provides access to financial data, company information, and video transcripts.
Use Case: Enables EAs to retrieve and summarize financial reports, company profiles, and extract key points from video content for executive briefings.
Link Reader Plugin
Allows ChatGPT to read and summarize content from URLs.
Use Case: EAs can input links to articles, documents, or websites, and receive concise summaries, aiding in quick information assimilation.
Diagrams Plugin
Enables the creation of diagrams and flowcharts based on textual descriptions.
Use Case: Assists EAs in visualizing processes, organizational structures, or project workflows, enhancing clarity in presentations and reports.
AskYourPDF Plugin
Allows interaction with PDF content, enabling users to ask questions and receive answers based on the document’s content.
Use Case: EAs can quickly extract specific information from extensive PDFs, such as contracts or manuals, without reading the entire document.
Expedia Plugin
Facilitates travel planning by accessing Expedia’s vast database.
Use Case: Assists EAs in booking flights, hotels, and car rentals, and provides recommendations based on preferences and budget constraints.
OpenTable Plugin
Enables seamless restaurant reservations through OpenTable.
Use Case: EAs can book dining arrangements for business meetings or client entertainment, ensuring suitable venues and reservation times.
Slack Plugin
Integrates ChatGPT with Slack for streamlined communication.
Use Case: Facilitates drafting and sending messages, setting reminders, and retrieving information within Slack channels, enhancing team collaboration.
Speak Plugin
Assists with language translation and pronunciation.
Use Case: EAs can translate communications into different languages, ensuring clear and effective interaction with international clients or teams.
Milo Plugin
Designed to organize personal tasks and family logistics.
Use Case: Helps EAs manage personal schedules, coordinate family events, and set reminders, balancing professional and personal responsibilities.
FiscalNote Plugin
Provides access to real-time legal and regulatory data.
Use Case: Keeps EAs informed about relevant policy changes, compliance requirements, and legislative updates affecting their organization.
KAYAK Plugin
Assists in finding travel deals and planning trips.
Use Case: EAs can compare prices for flights, accommodations, and car rentals, ensuring cost-effective travel arrangements.
Instacart Plugin
Facilitates online grocery ordering and delivery.
Use Case: EAs can manage office pantry supplies or arrange for catering services efficiently, and deliveries.
Shopify Plugin
Connects with Shopify stores to manage e-commerce tasks.
Use Case: EAs overseeing company merchandise can track orders, manage inventory, and handle customer inquiries seamlessly.
Prompt Perfect Plugin
Enhances prompt inputs to generate more accurate and relevant outputs from ChatGPT.
Use Case: Assists EAs in crafting precise prompts, ensuring the AI provides the most useful and contextually appropriate responses.
Code Interpreter Plugin
Executes code within ChatGPT for data analysis and visualization.
Use Case: EAs can perform quick data calculations, generate charts, and analyze datasets without external tools, aiding in informed decision-making.
Language Translator Plugin
Overview: Translates text between multiple languages