Exec assistant — email triage, prep, action tracker

The ten minutes before every call

The shape of an exec’s morning is almost always the same. Open the inbox, scan for the threads that matter today, glance at the calendar, and start the prep for the first meeting. Read the latest email back-and-forth with the attendee. Find the doc of notes from last time. Replay the transcript if one was captured. Draft the reply you owe. Then do it again for the next meeting.

The prep is unglamorous, fiddly, and ever-present. The pieces all live in the same four tools — your inbox, your calendar, the meeting that took place, the notes someone wrote afterwards — and stitching them together is the part that quietly vanishes an hour every morning.

Deals, contacts, and the day ahead

The workspace is a CRM organised around your deals — a Pipeline page that lays out every active deal as a Kanban board, Contact and Company pages for the people and organisations behind those deals, and a Deal Detail page that pulls together everything tied to one specific opportunity. The activity timeline on each deal is where email threads, calendar events, and meeting transcripts land alongside the standard call / note / meeting log.

The assistant works on top of that surface. You don’t hunt through Gmail for the right thread or click through the calendar to find the next meeting — you ask, and the assistant pulls the relevant pieces into the deal you’re looking at.

Ask the assistant; the workspace does the prep

1. Open the workspace. The Pipeline is the landing surface — open deals on one board, by stage. Every deal carries the contact, the linked email threads, and the upcoming meetings.
2. Ask the assistant to triage the inbox. It searches your Gmail for threads matching open deals, links the ones it finds to the right deal as activities, and flags the ones that look like they need a reply today.
3. Walk through today’s meetings. The assistant lists what’s upcoming on your calendar and pulls the pre-read for each one — the latest email thread with the attendees, the previous meeting’s transcript when one was captured, and the deal page for context. When a Meet transcript isn’t available, the assistant falls back to a linked notes doc or asks you for a quick debrief.
4. Send the reply or book the next step. When you decide what to do, the assistant drafts and sends from your Gmail with your name attached. If a follow-up meeting needs to happen, it creates the calendar event and links it back to the deal as an activity.
5. Capture what got committed. After a call, the assistant fetches the meeting transcript, extracts the action items, and adds them to the deal’s activity timeline. Open commitments stay visible against the deal until you mark them done.

Pipeline shape, calendar, sender name

• Pipeline stages — the default five-stage shape (prospecting, meeting, onboarding, won, lost) covers most founder-led sales. Add stages or rename them to match how you actually move deals.
• Calendar to watch — the workspace points at your primary Google Calendar by default. If you keep work meetings on a separate calendar, point at that one instead.
• Sender name on outbound mail — every email the assistant sends carries the name on your Gmail account, not just the address. Recipients see your name in their inbox, the same way they would if you’d sent it by hand.
• Customer segments — group contacts and leads by segment (e.g. design agencies, mid-market SaaS) so the assistant’s outreach and response stats stay scoped to one part of the book.
• Outreach message templates — per-segment templates the assistant uses as starting drafts. Each template carries effectiveness stats from past sends, so the shape that actually gets replies floats to the top.

Deals you run, prep that already happened

An exec assistant is useful only when it knows what you’re working on — and what you’re working on is your open deals. Wiring email, calendar, transcripts, and notes to the deal itself means the assistant never asks “which thread do you mean?” — it already has the thread, the meeting, and the last conversation pulled in. The workspace description is what you change when you reshape the pipeline, when you move your meetings to a different calendar, or when a new customer segment opens up and needs its own outreach shape.