For Executive Assistants ·
What you'll accomplish
A ChatGPT Project that already knows your executive's name, communication style, preferred formats, common contacts, and recurring tasks. Every conversation starts with that shared understanding already loaded. This guide builds it in 60 minutes so you never re-explain context again.
What you'll need
Go to chatgpt.com → Settings → Upgrade to Plus. The Projects feature requires a paid plan.
What you should see: Your ChatGPT home page with a "Projects" section in the left sidebar.
In the left sidebar, click "Projects" → "New Project." Name it something like "[Executive's First Name] EA" or "EA Dashboard." This project will store all your context and conversations in one place.
What you should see: A new project workspace with a clean conversation view and an "Instructions" or "Settings" section.
In the Project settings, find the "Instructions" or "Custom Instructions" field. This is the most important step because this text runs before every conversation in this project. Write 2-4 paragraphs covering:
I am an Executive Assistant supporting [Executive Name], [Title] at [Company Name].
About [Executive Name]: [2-3 sentences about their role, priorities, and communication style. Example: "She is a direct communicator who prefers bullet points over paragraphs. She values brevity, so if something can be said in 3 sentences, don't use 6."]
When drafting emails or correspondence: [tone preferences, sign-off style, any phrases to avoid]
Common tasks I need help with: email drafts, meeting agendas, travel itineraries, briefing documents, meeting follow-ups, and professional research.
Important contacts and their roles: [list 3-5 key contacts with context, e.g., "Sarah Kim = CFO, formal relationship; Jake Torres = executive coach, personal/professional relationship"]
In the Project, look for a file upload option (paperclip icon or "Add files" button). Upload:
ChatGPT will reference these files when you ask related questions.
What you should see: Uploaded files listed in the project, available to reference in conversations.
Start a new conversation inside your Project. Ask it to draft an email on your executive's behalf. It should produce output that already reflects the tone and style you specified, without you having to explain any context.
What you should see: A draft that matches your executive's communication style and uses appropriate formality, right from the first attempt.
(Use inside your EA Project, where context is already loaded)
"Draft an email from [Executive] to [contact] following up on our meeting last week about [topic]. Key points to include: [list]"
"Create a 1-page briefing for [Executive]'s meeting with [name] at [company] tomorrow at 2pm. Meeting purpose: [purpose]"
"Here are my executive's rough notes from today's board call: [paste notes]. Clean these up into formal meeting minutes."
"Create a week's worth of scheduling hold email replies. My executive is unavailable [dates] due to [reason]. Make each reply slightly different."