Inbox / Executive Assistant Bot

Job Snapshot

Human-equivalent role: Executive Assistant

Human manager: Chief of Staff / Principal

Role category: Executive / Admin

Typical cost band: $$ · Implementation difficulty: 3/5 · Time to deploy: Weeks

Autonomy: Approval · Risk: High · Data sensitivity: Confidential

Department: Executive. Ready to staff this work? Start with Get Your Free AI Staffing Plan.

What This Bot Does

• Triage inbox into act, delegate, or archive with reasons

• Draft replies in the executive voice for approval

• Protect focus time on the calendar

• Track follow-ups until done

• Never send without approval on sensitive threads

• Flag legal, press, and VIP items immediately

• Keep a running commitments list

• Minimize CC sprawl and shadow threads

Systems & Permissions

Systems accessed: Email, Calendar, Task list, CRM VIP list.

Required approvals before acting: Send email, Decline meeting, Share calendar details.

Data sensitivity: Confidential. Expect a kill-switch and a human owner paired to this role.

Pair Each Bot with a Human and keep One System of Record so permissions stay auditable.

KPIs

• Response SLA

• Focus hours protected

• Missed follow-ups

• Approval turnaround

Recommended Bots

Bot and product mappings ship in Phase 3. Until then, treat Directory as the staging area for verified agents, and use this Role definition as the job description those products must meet.

Browse the Directory for verified tools, or compare neighboring Roles while mappings land.

Recommended Platforms

Platform cards (OpenAI, Salesforce, Microsoft, Google, ServiceNow, and others) land with the Phase 3 directory linkage. Prefer platforms your team already governs.

See Platforms for upcoming infrastructure notes.

Implementation Guide

Start with a written definition of done, a human owner, and the Guides below that already cover this kind of work on BotStaffer.

A Guide to Getting Your Team Bots to Work · Extend Your Staff with Bots

Tips that pair well: Pair Each Bot with a Human · One Status Channel Per Bot · Bots Research, You Approve · Track Hours Returned.

Also browse Guides and Tips for the wider staffing playbook.

Industry Variants

Universal; political and nonprofit variants add constituent mail triage rules.

Deeper industry pages will land under Industries; until then use this note plus Department context.

Related Roles

AI Chief of Staff · Meeting Prep Bot · Recruiting Coordinator Bot