As an administrative support professional, you are responsible for keeping teams on track. You’re required to stay organized and efficient — even under pressure — while juggling many priority tasks.
This section provides you with simple ways to integrate prompts in your daily tasks.
Each prompt below is presented with an accompanying scenario to serve as inspiration for how you can collaborate with Gemini for Google Workspace. The prompt iteration example shows how you could write follow-up prompts to build on the initial generated response.
Prompt iteration example
Use case:
Plan agendas (offsite, meetings, and more)
You’re planning a three-day offsite meeting. To build an agenda, you brainstorm with the Gemini app. You type:
Legend
Persona
Task
Context
Format
I am an executive administrator to a team director.
Our newly formed team now consists of content marketers, digital marketers, and product marketers. We are gathering for the first time at a three-day offsite in Washington, DC.
Plan activities for each day that include team bonding activities and time for deeper strategic work.
Create a sample agenda for me.
I am an executive administrator to a team director.
Our newly formed team now consists of content marketers, digital marketers, and product marketers. We are gathering for the first time at a three-day offsite in Washington, DC.
Plan activities for each day that include team bonding activities and time for deeper strategic work.
Create a sample agenda for me.
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Gemini app
This is a helpful start to your planning. You need to generate specific ideas for the team bonding activities. You type:
Suggest three different icebreaker activities that encourage people to learn about their teammates’ preferred working styles, strengths, and goals. Make sure the icebreaker ideas are engaging and can be completed by a group of 25 people in 30 minutes or less.
Suggest three different icebreaker activities that encourage people to learn about their teammates’ preferred working styles, strengths, and goals. Make sure the icebreaker ideas are engaging and can be completed by a group of 25 people in 30 minutes or less.
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Gemini app
You are happy with the agenda as a starting point. You now want to reformat Gemini’s response into a table. You type:
Organize this agenda in a table format. Include one of your suggested icebreakers for each day.
Organize this agenda in a table format. Include one of your suggested icebreakers for each day.
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Gemini app
You select Export to Docs. You open the newly created Doc. Now, you want to bring in detailed summaries for the strategy sessions using your existing files in Google Drive to provide more context for what will be discussed. You prompt Gemini in Docs and tag your relevant files by typing @file name.
Use @[2024 H2 Team Vision] to generate a summary for the opening remarks on Day 1 of this agenda.
Use @[2024 H2 Team Vision] to generate a summary for the opening remarks on Day 1 of this agenda.
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Gemini in Docs
Example use cases
Executive administrators and executive business partners
Use case:
Manage multiple email inboxes
After returning from vacation, you have many unread, unsorted emails. You prompt Gemini in the Gmail side panel. You type:
Summarize emails from [manager] from the last week.
Summarize emails from [manager] from the last week.
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Gemini in Gmail
Gemini returns short summaries of each message. To directly access a message, you click on Sources and see tiles that bring you to specific emails. You select the most important one. Once the email thread opens, you see that many messages were exchanged. You prompt Gemini in Gmail:
Summarize this email thread and list all action items and deadlines.
Summarize this email thread and list all action items and deadlines.
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Gemini in Gmail
You owe a response to a question, which you believe is best answered by a document in your Drive. You prompt the Gemini in the Gmail side panel. You type:
Generate a response to this email and use @[file name] to describe how the [initiative] can complement the workstream outlined in [colleague’s name]’s message.
Generate a response to this email and use @[file name] to describe how the [initiative] can complement the workstream outlined in [colleague’s name]’s message.
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Gemini in Gmail
Gemini in Gmail returns a suggested email that pulls directly from your own Doc. After reading it over, you select the Copy icon in the side panel and paste it directly into your message.
Use case:
Plan business travel
Your manager has an upcoming meeting that is out of town. You are responsible for booking travel arrangements and creating a personalized itinerary. You need to research places to eat. You brainstorm with the Gemini app. You type:
I am an executive assistant. I need to create an itinerary for a two-day business trip in [location] during [dates]. My manager is staying at [hotel]. Suggest different options for breakfast and dinner within a 10-minute walk of the hotel, and find one entertainment option such as a movie theater, a local art show, or a popular tourist attraction. Put it in a table for me.
I am an executive assistant. I need to create an itinerary for a two-day business trip in [location] during [dates]. My manager is staying at [hotel]. Suggest different options for breakfast and dinner within a 10-minute walk of the hotel, and find one entertainment option such as a movie theater, a local art show, or a popular tourist attraction. Put it in a table for me.
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Gemini app
You continue your conversation until you are happy with the itinerary. Before you make reservations, you want to share the draft with your manager. You select Share & export and select Draft in Gmail. Once the drafted email is created, you put the final touches on the message and send.
Use case:
Track travel and entertainment budget
You want to create a spreadsheet to keep track of all of the travel expenses incurred. You open a new Google Sheet and prompt Gemini in the Sheets side panel. You type:
Create a budget tracker for business travel. It should include columns for: date, expense type (meal, entertainment, transportation), vendor name, and a description.
Create a budget tracker for business travel. It should include columns for: date, expense type (meal, entertainment, transportation), vendor name, and a description.
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Gemini in Sheets
Gemini returns a tracker that is now ready for you to enter data.
Explore the curated resources — from prompting guidance to customer stories and more — to learn how to get the most out of Gemini for Google Workspace.
