All templates
Role-based

OPS/ADMIN PLAYBOOKS

For Executive Assistants, Operations Managers, Office Managers, and Administrative Professionals

Meeting Notes & Action Items

Prompt
Review this meeting recording/transcript: [upload file or paste text]

Extract and organize:
- Key decisions made
- Action items with owners and deadlines
- Questions that need follow-up
- Topics for the next meeting

Format as a clean summary and email it to all attendees within 30 minutes.
Tools used

Speech-to-Text (if audio), File Upload, Gmail/Outlook, Google Docs

What it does

Transforms scattered meeting discussions into clear, actionable records that keep teams aligned.

Calendar Optimization

Prompt
Analyze my [Google/Outlook] calendar for the next 2 weeks. Identify:
- Back-to-back meetings without breaks
- Meetings that could be emails
- Focus time blocks under 1 hour
- Conflicts or double-bookings
- Opportunities to batch similar meetings

Suggest a revised schedule with specific changes to approve.
Tools used

Google Calendar/Outlook Calendar, Python Code Execution

What it does

Helps reclaim productive time by identifying calendar inefficiencies and suggesting concrete improvements.

File Organization & Cleanup

Prompt
Organize files in my [Google Drive/OneDrive folder]. 

Tasks:
- Identify duplicate files
- Rename files using consistent format: [YYYY-MM-DD]_[Project]_[Description]
- Move files to appropriate subfolders by project/type
- Flag files over 1 year old for archive review
- Create an index document of folder structure

Get my approval before making any changes.
Tools used

Google Drive/OneDrive, Python Code Execution, Google Docs

What it does

Transforms chaotic cloud storage into a searchable, logical system that saves hours of hunting for files.

Travel Itinerary Builder

Prompt
Build a complete travel itinerary for my trip to [destination] from [date] to [date].

Include:
- Flight options with times and prices
- Hotel recommendations near [location]
- Local weather forecast
- Transportation options (airport, local)
- Time zone differences
- Important contacts and confirmation numbers

Save to a Google Doc and share with [email].
Tools used

Web Search, Weather Forecasts, Google Docs, Gmail

What it does

Creates a comprehensive trip plan in one place, reducing travel stress and last-minute scrambling.

Expense Report Compiler

Prompt
Compile my expense report for [month]. From [receipt folder/uploaded files]:
- Extract date, vendor, amount, and category from each receipt
- Match expenses to projects or clients
- Calculate totals by category
- Flag any missing receipts
- Format for [accounting system] submission

Send me the completed report for review before submission.
Tools used

OCR, File Upload, Python Code Execution, Google Sheets

What it does

Turns receipt chaos into a submission-ready expense report, catching errors before they reach accounting.

Team Onboarding Checklist

Prompt
Create a comprehensive onboarding checklist for new [role] hires. Include:

Pre-arrival:
- Account setup requirements
- Hardware/software needs
- Welcome email template

First day:
- Orientation schedule
- Key people to meet
- Essential documents to review

First week:
- Training sessions
- First project assignment
- Check-in meetings

First month:
- Goal setting
- Feedback sessions
- Team integration activities

Save as a reusable template in [Google Docs/Notion].
Tools used

Google Docs/Notion

What it does

Ensures every new hire gets a consistent, thorough onboarding experience that sets them up for success.