Role covered: Administrative assistant
Executive Assistant Agent
Sorts the inbox, runs the calendar and writes up the meeting.
Sorting email, scheduling across time zones, meeting notes with action points, and reminders that actually get followed up, all prepared for you to approve in one short daily review.
Executive Assistant Agentonline on WhatsApp
- Morning briefing: 47 new emails, 5 meetings
Agent: 6 emails need you. I drafted 14 replies and filed 27 as FYI.
Agent: Two meetings clash today. I propose 2 reschedules to clear it.
- Waits for you
Agent: The drafts and the new times are ready to check. Go ahead?
- Review drafts
- Approve all
You: Send 12 as they are. I edited the other 2. Move the meetings.
Agent: Replies sent, meetings moved and 5 action points assigned.
- Starts when
- New email, a meeting or the morning briefing
- Asks you before
- Anything sent in your name
- Works in
- Gmail or Outlook
- Calendar
How it works
One run of the Executive Assistant Agent, step by step
Green steps are done by the agent. The yellow step is where you check the work. Press play, or pick a step.
Executive Assistant Agent: one run
Step 1 of 5: Starts
The day starts or mail arrives
A morning briefing, plus continuous triage through the day.
- Handled by
- Your tools
- Touches
- Schedule
- Mailbox
Division of work
What the agent takes, and what stays with you
The routine work goes to the agent. The judgment stays with your team.
The agent handles
- Sorting and summarising the inbox
- Drafting replies in your voice
- Scheduling and rescheduling meetings
- Meeting notes, decisions and action points
- Follow-up reminders and a daily briefing
You keep
- Sensitive and personal messages
- Decisions about how you spend your time
- Pressing send, until you choose otherwise
Guardrails
You stay in control of every agent
An agent is a new team member with a narrow job, limited access and a manager. These four rules apply to every one I build.
Approval first
Customer-facing or costly actions wait for a person until you decide a step can run on its own.
Only what it needs
The agent gets its own login with only the access the job needs. No shared passwords.
Full log
Every read, decision and action is recorded, so you can see what it did and why.
Off switch
Pause the agent at any time. Your tools keep working exactly as they did before.
Getting started
From first call to an agent you trust
Every agent starts supervised. It earns more freedom only after it has done the job well on real work.
- 01
Map the job
We write down the task as it is done today: the inputs, the rules, the exceptions and what good looks like.
- 02
Build on your data
I build the agent and test it on real past cases until its work matches your standard.
- 03
Supervised launch
It runs live with every action approved by you, and the rules are tuned on real work.
- 04
Run and improve
Approvals are relaxed where the agent has earned it. I monitor it, report on it and keep improving it.
Questions
About the Executive Assistant Agent
More agents
Agents that work well alongside it
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- Starts when
- A new ticket, chat or email
- Asks you
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- Works in
- Zendesk or Gorgias
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Covers: Data entry clerk
Data Entry Agent
Reads documents and enters the data into your systems, then checks its own work.
- Starts when
- A document arrives by email, upload or scan
- Asks you
- Low-confidence fields and failed checks
- Works in
- Google Sheets
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Covers: Bookkeeping clerk
Bookkeeping Agent
Keeps the books current between accountant visits.
- Starts when
- The daily bank feed and incoming receipts
- Asks you
- New suppliers, unusual amounts and the month-end pack
- Works in
- Xero or QuickBooks
- Bank transactions
Put the Executive Assistant Agent to work
Tell me how the job is done today. I will tell you what the agent can take over, what it needs access to, and what should stay with a person.