Executive and virtual assistants templates
Calendar wrangling, travel booking, inbox triage, meeting logistics and briefing notes for assistants. 31 free templates, 9 of them longer notes. Open one to fill in the blanks and copy it.
Scheduling on behalf
Messages sent for someone else.
- Schedule on behalf Snippet Books time for your boss. Hi [Name], I am reaching out on behalf of [Executive], who would like to meet about [Topic]. Would any of
- Reschedule on behalf Snippet Moves a meeting. Hi [Name], [Executive] needs to move your meeting on [Date] due to a conflict. Could we do one of these
- Decline on behalf Snippet Politely declines. Hi [Name], Thank you for the invitation. Unfortunately [Executive] is unable to attend [Event].
- Confirm a meeting on behalf Snippet Locks the details. Hi [Name], Confirming [Executive]'s meeting with you on [Date] at [Time]. Location: [Location]. Please let
- Request agenda Snippet Asks for materials. Hi [Name], Ahead of the meeting with [Executive] on [Date], could you share an agenda or any materials by
- Introduce yourself as assistant Snippet First contact. Hi [Name], I am [Your name], [Executive]'s assistant. I will be coordinating scheduling and logistics; feel
- Speaker request handling Snippet Handles an invite. Hi [Name], Thank you for inviting [Executive] to speak at [Event]. Could you share the date, audience
- Calendar block note Snippet Holding time. Holding [Duration] on [Date] for [Purpose]. Please do not book over this.
Travel and logistics
Book and brief.
- Travel itinerary email Snippet Sends the plan. Hi [Executive], Your itinerary for [Destination]: Flight out: [Outbound] Hotel: [Hotel] Meetings: [Meetings]
- Hotel booking request Snippet Books a hotel. Hello, I would like to book a [Room type] for [Guest] from [Check-in] to [Check-out], [Nights] nights
- Restaurant booking Snippet Books a table. Hello, I would like to reserve a table for [Guests] on [Date] at [Time] under the name [Name]. [Requests]
- Car service booking Snippet Books a driver. Hello, Please book a car for [Passenger] on [Date]: pick-up at [Pickup] at [Time], to [Destination]. Flight
- Visitor instructions Snippet For guests coming in. Hi [Name], Looking forward to your visit on [Date]. Please check in at [Reception] at [Address] and ask for
- Travel approval request Snippet Asks for sign-off. Hi [Manager], Requesting approval for [Traveller]'s trip to [Destination], [Dates]. Estimated cost: [Cost]
Assistant notes
Briefings and records.
- Daily briefing Note Morning brief for the exec. [today] Schedule - Prep needed - Decisions waiting - FYI -
- Meeting brief Note One page before a meeting. Meeting: [Meeting] When: [Date] With: [Attendees] Purpose Background Their priorities Suggested talking points
- Executive preferences Note How they like things. Travel Food and drink Meetings Contacts VIP list Pet peeves
- Inbox triage rules Note Sort the inbox. Handle myself - Flag for review - Forward to - Archive -
- Event logistics sheet Note All details in one place. Event: [Event] | Item | Detail | Confirmed | | | | | | Venue | | [ ] | | Catering | | [ ] | | AV | | [ ] | |
- Gift tracker Note Gifts sent. | Date | Recipient | Occasion | Gift | Cost | | | | | | | | [today] | | | | |
- Recurring tasks list Note Weekly assistant tasks. - [ ] Monday: - [ ] Tuesday: - [ ] Wednesday: - [ ] Thursday: - [ ] Friday:
On behalf of
Messages you send for someone.
- Meeting request for exec Snippet Scheduling. Hi [Name], I am reaching out on behalf of [Exec], who would like to meet about [Topic]. Would any of these
- Decline for exec Snippet Politely no. Thank you for the invitation. Unfortunately [Exec] is unable to attend due to prior commitments, but sends
- Reschedule for exec Snippet Moving a meeting. Apologies, [Exec] needs to move our meeting on [Date]. Could we do [New time] instead?
- Travel itinerary Snippet Trip summary. Flight: [Flight] on [Date], departs [Departs] Hotel: [Hotel] Car: [Car] Meetings: [Meetings]
- Gift order Snippet Client gift. Please send [Gift] to [Recipient] at [Address], arriving by [Date], with the card: "[Message]"
- Expense chase Snippet Receipts. Hi [Exec], could you send receipts for [Items] by [Day]? Finance closes the month then.
- Dietary check Snippet Event catering. Could you let me know any dietary needs before our lunch on [Date]?
- Introduction on behalf Snippet Connecting people. [Exec] asked me to introduce you to [Name], [Role] at [Company]. I will leave you both to take it from here.
Assistant notes
Staying ahead.