Executive Assistant Course: Calendar, Inbox, AI, 190+ Tools

Tools in this lecture: Executive Calendar System, calendar rules card, week audit, ideal week planner, meeting intake form, buffer planner, conflict note and weekly review checklist.

Check meeting hours, focus blocks, overlapping events and remaining capacity using clearly defined categories.

Review the purpose, participants, preparation and authority behind a meeting request; prepare options when commitments conflict.

Practical assignment: assemble a calendar system with an ideal week, meeting rules, category legend, buffers and weekly review.

Tools in this lecture: Inbox System, inbox agreement, category cards, message register, reply permissions, waiting list, daily roundup, reminder scripts and cover template.

Route each message to a next step, owner and first-action deadline; keep urgency and restricted topics visible.

Separate reading access from sending permission, and track expected results with due dates and next checks.

Practical assignment: assemble an inbox system with categories, reply rules, an executive roundup and open waiting items.

Tools in this lecture: Meeting Pack, meeting request, agenda template, readiness checklist, notes form, one-page minutes, action tracker, reminder planner and closure checklist.

Fit agenda items to the meeting slot and check materials, contributors and the required result before the meeting.

Record confirmed decisions separately from open questions; assign deliverables, owners, deadlines and acceptance evidence.

Practical assignment: complete a meeting pack with an agenda, preparation checks, minutes and an action tracker with reminders.

Tools in this lecture: Briefs and Messages Kit, meeting brief, daily brief, fact check card, voice card, executive email template, decline and reschedule scripts, and send checklist.

Build short briefs from verified facts, source references, decision requests and visible unknowns.

Draft a polite decline, a later checkpoint, conditional acceptance or a reschedule request while checking sender identity and approval.

Practical assignment: complete a brief and an executive message, then review the facts, authority and next step before release.

Tools in this lecture: Travel Pack, traveler profile, trip request, policy checklist, itinerary, time conversion cards, booking register, travel checklists and disruption plan.

Check local dates, time zones, flight duration, transfers and buffers; keep confirmation and cancellation details together.

Prepare alternatives after a disruption, with separate approval for itinerary changes and additional spending.

Practical assignment: assemble a travel pack with a checked itinerary, confirmations, travel checklists and a disruption plan.

Tools in this lecture: Expenses and Office Budget, policy card, expense row template, receipt and duplicate checks, match register, trip report, office budget, open order register and variance note.

Match expenses to evidence, separate personal amounts and payers, and keep missing receipts or unresolved differences visible.

Calculate reimbursement, cost per trip day, plan versus actual, variance percentage and budget available after open approved orders.

Practical assignment: prepare an executive expense report and office budget with unresolved items and any decisions needed from the approver.

Tools in this lecture: Assistant Prompt Library, data rule card, input manifest, redaction checklist, 8 task prompts, fact/source check, number/time check, tone/authority check, repair prompt and reusable library card.

Prepare permitted inputs for inbox digests, agendas, notes, briefs, travel outlines, messages, calendar conflict scans and expense completeness scans.

Check drafts against their sources; correct unsupported claims, preserve unknowns and record human review before use.

Practical assignment: save a reusable prompt card with allowed inputs, a reviewed sample, corrections and a human check record, using your approved AI assistant or the prepared fictional draft.