AI agent for chief of staffs
Board and Leadership Meeting Pack Agent
Assemble a complete, correctly formatted meeting pack on time.
What it does
A board pack depends on a dozen contributors, and half of them send material at the last minute in different formats. This agent starts from the agenda and requests materials from each owner with a deadline. It tracks submissions daily, checks each file for format, page limits and missing sections, and sends a specific correction when something is off. It chases late contributors with escalating reminders and tells the assistant who is at risk. When all pieces are in, it assembles the pack in order with a contents page and checks that page numbers and references still work. Edge case: if a number differs between two papers, it flags it. The executive approves before distribution.
How it works
Follow the arrows from top to bottom. The orange dashed arrow is the loop: when a check fails, the agent goes back and tries again.
Read the steps as a list
- Meeting date set
- Build the agenda and list the material needed per item
- Send material requests with deadlines to each owner
- Track submissions daily
- Check each file for format, page limit and missing sections
- Is each submission complete and within the rules?If not: send a specific correction request and track the resubmission. Back to step 4.
- Chase late owners and tell the assistant who is at risk
- Assemble the pack with contents and page numbers
- Do figures and cross references match across papers?If not: flag the mismatch to the owners and rebuild the pack. Back to step 8.
- Executive approves the pack before distributionThe agent waits here for your OK.
- Final pack and a late submission log
How it decides
It judges each submission against the format rules and the previous pack, and escalates based on days left and importance of the item.
- Send the first chase 3 days before the deadline, then daily
- Reject files over the page limit for that item
- Flag any figure that differs between two papers
- Escalate to the executive when a key item is 2 days late
Make it yours
Every agent is a starting point. You choose these settings for your own situation.
- Deadline days before the meeting
- Page limits per paper type
- Reminder schedule
- Distribution list
- Escalation contact
What keeps you in control
It always asks you first
- Executive approves the pack before it is distributed
- Assistant approves escalation messages to senior contributors
Hard limits
- Never distributes the pack
- Does not edit the content of contributors' papers
It stops when
- Done: pack approved and ready for distribution
- Stop: a required item is missing at the cutoff, executive decides whether to proceed
Set it up
We guide you through the set-up, step by step
Members get the full set-up guide for this agent. No technical skills needed: you copy, paste and upload.
- One set of instructions to paste into your AI, with the clicks for ChatGPT, Claude, Microsoft 365 Copilot, Gemini and Grok
- The agent then walks you through connecting your own data, one source at a time
- A downloadable copy with the flow chart, the rules and the full guide
An example run
More agents for chief of staffs
Board Pack Reconciliation Agent
Every figure in the board pack is consistent, traceable and uses the approved definition.
Executive Commitment Follow-through Agent
Every leadership decision has an owner, a due date and proof of completion.
Strategic Option Elimination Agent
A defensible list of strategic options that meet the hard constraints.
Strategic Decision Reversal Agent
Decisions are revisited exactly when their stated reversal conditions are met.