An executive assistant agent:
the inbox and the calendar, handled
A founder's inbox and calendar are a full-time job that competes with the work only a founder can do. We build an agent that reads every message as it arrives, sorts what needs you from what does not, drafts replies in your voice, keeps the calendar honest, and hands you a short brief each morning instead of a long list to dig through yourself.
The role today
A founder’s day starts with a hundred messages that all look urgent until you open them, and a calendar that fills itself with meetings nobody prioritized against the two or three things that actually move the business. Reading, sorting and replying to that volume by hand is not a founder’s job, but delegating it to a person means training someone on your voice, your priorities and your calendar politics, which takes months and still leaves you checking their drafts.
The cost compounds quietly: a founder who spends ninety minutes a day on email and scheduling has lost roughly two working months a year to work that does not require a founder, and the usual fix, hiring a human assistant, adds months of training before that person can draft a confident reply in the founder’s voice or know which meetings are actually worth declining.
What the agent takes over
The agent reads every email and message as it arrives and sorts it into what needs you today, what can wait, and what it can handle itself, standard requests, scheduling, forwarded documents. For anything that needs a reply, it drafts one in your voice, built from how you have actually written before, and queues it for a one-tap approval rather than sending blind. The calendar runs on rules you set: who can book directly, what gets auto-declined, how much buffer stays between meetings, and the agent keeps a memory of recurring contacts and context so meeting prep notes show up attached to the invite instead of requiring a separate search. Every morning a short brief lands in your messenger: what came in overnight, what is waiting on you, what is due today, nothing you have to dig for.
Setup starts with reading a sample of your past sent messages so the drafting style is grounded in how you actually write, not a generic polite tone, and the same applies to the calendar: the agent learns which meeting types you accept without thinking and which ones you have historically pushed back or declined. It keeps a running memory of who each regular contact is and what the last conversation covered, so a reply to someone you have not heard from in two months references the right context instead of starting cold. Integrations typically cover Gmail or Outlook, Google or Outlook Calendar, and a CRM if meeting prep needs account history; the daily brief and approval queue live in whichever messenger your team already uses, so nothing requires opening a separate dashboard.
What stays with humans
Every reply to a new or important contact, every calendar decision that touches a commitment beyond a routine meeting, and anything involving money or a new relationship goes through you. The agent proposes; you decide what actually goes out, especially in the weeks after launch while trust in its drafts is still being built.
Even once trust is established, a decision that commits money, a new partnership, or a public statement always routes to you by default, never silently through.
Guards
Every draft, booking and decline is logged with the rule or approval behind it, so a week’s worth of activity can be reviewed in minutes. An approval queue holds anything outside the rules you set, and a kill switch returns everything to manual in one message if a rule ever needs rethinking.
Access can be revoked instantly through the same connection it was granted with, and every approval or decline in the queue is timestamped against the message or event it responded to.
Price and timeline
| Option | Price | What it covers | Timeline |
|---|---|---|---|
| Agency runs it | from $1,800 | Built, launched and supervised on our side, with a support plan after launch | 2 to 3 weeks |
| Full control, handover-ready | from $3,050 | Same agent, deployed on your infrastructure with your keys, full documentation and a handover package | 2 to 3 weeks + 1 to 2 weeks |
Running cost is usually $20 to $150 a month in model usage depending on volume, with a budget cap set before launch.
Related
See this alongside meeting notetaker agent, deadline follow up agent, office operations agent in the same group, for a fuller picture of what an operations-focused agent can take off a team’s plate.
It pairs well with routine takeover on the services side, and with voice assistant for internal helpdesk on the automation side. The full package breakdown is on the AI agents service page.
For real work in this area, see the analytics hub ai analyst two brands case study and the own marketplace probay ai agent team case study.
Ready to see what this agent would look like on your actual process? Get in touch and we will look at your current setup in the first call.
FAQ
How much does an executive assistant agent cost?
From $1,800 for inbox triage, drafting and calendar management on your current tools, live in 2 to 3 weeks. A team-wide rollout for several executives usually starts at $4,000.
How long until it is actually running?
2 to 3 weeks: a week to learn your inbox patterns and voice from past messages, a week to test on real traffic in a side channel before it touches your live inbox.
Which channels and tools does it connect to?
Gmail or Outlook, Google Calendar or Outlook Calendar, and your main messenger (Telegram, WhatsApp or Slack) for the daily brief and approval queue; CRM and document store if meeting prep needs them.
What if it drafts something wrong or books the wrong slot?
Nothing goes out and nothing books without your approval during the first weeks; once trust is established, only new contacts, money and schedule changes stay behind approval, everything routine runs straight through logged rules.
What about data and security?
It reads your inbox and calendar through the access you grant and can revoke at any time; nothing is stored beyond what the daily brief needs, and every draft and action is logged.