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AI agent for executive assistants

Weekly Calendar Time Audit Agent

Free up focus time next week without dropping meetings that matter.

DecisionsOperations
See how it worksGet access
Weekly Calendar Time Audit Agent: what goes in, what the agent does and what you get

What it does

A calendar fills up with meetings that nobody questions, and focus time vanishes. Each week this agent reads next week's calendar against the executive's stated priorities. It marks meetings that could be shorter, delegated, merged or dropped, and proposes specific changes. It checks attendee availability so that any suggested move actually fits. It then drafts the decline or reschedule notes in the executive's voice. The executive goes through the proposals and approves each one. After approved changes are made it recounts focus time and checks that protected blocks survived. Edge case: a recurring meeting with the board chair is never proposed for removal.

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.

Start and resultWhat it doesA check on its own workWaits for your OKGoes back and retries
Yes, continueApprovedYes, continueNoNo 1 STARTS WHEN Friday review begins 2 USES A TOOL Read next week's calendar 3 DOES Score each meeting against the executive'spriorities 4 DOES Propose to shorten, delegate, merge or decline 5 USES A TOOL Check attendee availability for each proposed move 6 CHECKS THE RESULT Does every proposed move fit the attendees'calendars? If not: Offer a different time or a delegate and checkagain. Back to step 4. 7 USES A TOOL Draft the decline and reschedule notes 8 YOU APPROVE Executive approves each change 9 USES A TOOL Send approved notes and update the calendar 10 CHECKS THE RESULT Is focus time at or above the target? If not: Propose further changes for the remaininglow-value meetings. Back to step 3. 11 RESULT Updated calendar and a one-page summary
Read the steps as a list
  1. Friday review begins
  2. Read next week's calendar
  3. Score each meeting against the executive's priorities
  4. Propose to shorten, delegate, merge or decline
  5. Check attendee availability for each proposed move
  6. Does every proposed move fit the attendees' calendars?If not: Offer a different time or a delegate and check again. Back to step 4.
  7. Draft the decline and reschedule notes
  8. Executive approves each changeThe agent waits here for your OK.
  9. Send approved notes and update the calendar
  10. Is focus time at or above the target?If not: Propose further changes for the remaining low-value meetings. Back to step 3.
  11. Updated calendar and a one-page summary

How it decides

It scores each meeting against the priorities and proposes changes only when the move is feasible for all attendees.

  • Never propose changes to protected meetings
  • Suggest a 25 or 50 minute version for meetings under 5 attendees with no decisions
  • Suggest delegation when the executive has spoken less than 10 percent of recent sessions
  • Aim for the focus hours the executive set

Make it yours

Every agent is a starting point. You choose these settings for your own situation.

  • Focus hours target per week (default 8)
  • Protected meetings list
  • Executive's priorities
  • Voice and tone for notes

What keeps you in control

It always asks you first

  • Executive approves every change and every note

Hard limits

  • Never send a note without the executive's approval
  • Never alter protected meetings

It stops when

  • Done: approved changes are made and focus time is reported
  • Stop: the executive declines all proposals

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.

10 minto set it up in your AI
5 AIsChatGPT, Claude, Copilot, Gemini, Grok
  • 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
Get access to this agent

An example run

What happensThe executive wants 8 focus hours next week and has 3. The agent proposes shortening two status meetings and delegating a vendor call. One proposed time fails because two attendees are out. It offers Wednesday instead. The executive approves three of four changes. After they are made, focus time reaches 7.5 hours and the agent reports the gap.

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