ViBe://AUTOMATE
AI Executive Assistant
Executives and senior leaders lose hours every week to inbox triage, calendar logistics, and meeting prep — work that rarely requires their judgment. An AI Executive Assistant handles the routine so you focus on the work only you can do.
What it handles
Logistics, prep, and triage — handled.
The AI Executive Assistant connects to your email, calendar, and project management tools — processing triggers throughout the day and surfacing only what needs your attention.
- Triage your inbox and surface the five items that actually need you
- Prepare meeting briefs with agenda, attendee context, and open action items
- Generate summaries of long email threads and document reviews
- Coordinate scheduling logistics — find times, propose slots, send confirmations
- Build and distribute your daily priority brief before your day starts
- Track travel logistics and surface conflicts before they become problems
Systems it connects to
Works inside your existing tools.
No new software to learn. The AI Executive Assistant operates inside the systems you and your team already use.
Reads, classifies, and triages inbox. Drafts responses for approval.
Manages scheduling, prep time blocks, and conflict detection.
Reads open tasks, flags overdue items, updates status.
How it runs
Trigger → Action → Approval.
The AI operates on defined triggers — inbound emails, meeting requests, and scheduled daily runs. Each produces a specific output.
Human approval points
Where your judgment is required.
The AI Executive Assistant handles logistics. These decisions always stay with you.
- Committing to any external meeting, event, or deadline
- Any email sent to an external contact, client, or partner
- Financial approvals, purchase authorizations, and budget decisions
- Strategic priority changes and sensitive escalations
- Travel bookings and lodging above defined thresholds
Capacity recovered
Illustrative monthly time savings.
Monthly capacity recovered
~30 hrs
Illustrative estimate
Typical implementation time
2–4 wks
From kickoff to live
Brief delivery frequency
Daily
Configurable schedule
Capacity estimates are illustrative. Actual hours recovered depend on email volume, meeting load, and the complexity of scheduling workflows in scope.
Implementation
Live in 2–4 weeks.
01
Discovery
Map your calendar patterns, inbox volume, and the decisions you make manually each week.
02
Build
Connect email, calendar, and project management. Configure triage rules and brief templates.
03
Calibrate
Run for one week. Adjust triage classifications, approval triggers, and brief format.
04
Full operation
Hand off the daily logistics. Review weekly metrics on time recovered.
Security & data handling
Inbox access, tightly scoped.
Scoped read access
Email and calendar access is scoped to the minimum required by the defined workflows. Sensitive folders can be explicitly excluded.
No training on your data
Email content and calendar data are never used to train models. Processing happens in isolated, purpose-built pipelines.
Approval before send
No email is sent from your account without explicit approval. Draft queues require sign-off before any external communication.
Revocable access
OAuth tokens can be revoked at any time. Full audit log of every read and write operation is retained.
FAQ
Common questions.
Can the AI Executive Assistant respond to emails on my behalf?+
It can draft responses and queue them for your approval before sending. You define which types of emails can be handled automatically and which always require review. Nothing goes out without a clear approval path.
How does it handle meeting scheduling with external parties?+
It can share your availability and propose times, but committing to external meetings always triggers an approval step. You approve before any calendar invite is sent to an outside party.
What does the daily brief include?+
A summary of today's meetings with prep notes, priority items from your inbox, unresolved action items from yesterday, and any flagged escalations — delivered to your inbox or Slack before your day starts.
Can it work with my existing EA or admin?+
Yes. The AI handles the high-volume routine work — triage, scheduling logistics, summary generation — freeing your EA to focus on judgment-heavy coordination and relationship management.
Get started
Build your AI Executive Assistant.
Book a demo to walk through your current calendar and inbox load. We'll scope a build plan with integrations, approval logic, and a timeline.