AI executive assistant: an AI agent for your inbox and calendar
An AI executive assistant, or AI personal assistant for work, is an AI agent that does the desk work of an executive assistant. A Monmo agent sorts your inbox, runs your calendar, briefs you before meetings, plans travel and drafts documents, on its own computer and on a schedule. It asks before it sends, books or pays, and leaves phone calls, visitors and who gets your time to you.
Updated 2026-11-13 · Free to start. Paid plans from $15 a month.
The job description, line by line
Each line is a duty that appears in typical job descriptions for this role. Beside it is how the agent handles that line and how far it goes on its own.
- Does itResearch, reading, drafting and building. Nothing leaves your business.
- Does it, asks firstThe last step sends, posts, pays or changes a record, so it shows you a card first.
- Prepares it, you decideThe line needs your judgement. The agent brings the facts and a recommendation.
- Stays with youCalls, meetings in person, signatures and relationships.
| # | In the job description | How the agent does it | How far it goes |
|---|---|---|---|
| 01 | Run the executive's diary: schedule meetings, fix clashes and protect time for focused work and travel. | Reads Google Calendar each morning, spots clashes and back-to-back runs, and proposes moves that keep your focus blocks and travel time intact. Invitations and changes go out together once you allow the card. | Does it, asks first |
| 02 | Screen the inbox, flag what is urgent and draft replies to routine messages for sign-off. | At 7:00 it sorts the night's mail in Gmail into urgent, needs you and can wait, then drafts replies to the routine messages in your words. You edit any draft and approve the batch. | Does it, asks first |
| 03 | Book flights, hotels and ground transport, and build a clear itinerary for each trip. | Compares flights, hotels and transfers in its own browser against your travel rules and shows three options with prices. It books and pays only after you choose, then puts the itinerary in a Google Doc and on your calendar. | Does it, asks first |
| 04 | Prepare agendas, briefing notes and background research before important meetings. | The evening before, it reads the invitation, the email thread and recent news about the people you are meeting, and writes a one-page brief in Google Docs: who they are, what was agreed last time, three questions to ask. | Does it |
| 05 | Take minutes in meetings and keep a running list of action items and who owns them. | Works from the transcript or recording your meeting tool saves to Google Drive, or from notes you dictate afterwards. It writes the minutes in Google Docs and keeps one running action list with an owner and a date. | Does it |
| 06 | Draft and format documents such as presentations, reports, memos and letters. | Turns a voice note or rough bullet points into the finished file: a memo or letter in Google Docs, a report with tables, or a Google Slides deck in your template. You get the link, and a copy stays in the Library. | Does it |
| 07 | Track expenses, reconcile company card statements and submit expense reports. | Collects receipts from Gmail and the photos you send, matches each to a line on the card statement in Google Sheets and lists what is missing. The expense report is submitted only after you approve it. | Does it, asks first |
| 08 | Keep files, contact lists and records organised so documents are easy to find. | Proposes one folder plan and naming rule for Google Drive, and lists duplicate files and out-of-date contacts. Moves, renames and merges are shown on a card first, and it files new documents the same way from then on. | Does it, asks first |
| 09 | Organise team events, offsites and board meetings, including venues, catering and invitations. | Shortlists venues and caterers from their websites with prices and dates, builds the guest list and run sheet in Google Sheets, and drafts the invitations. Enquiries, bookings and invitations go out when you approve. Site visits are yours. | Does it, asks first |
| 10 | Answer and screen phone calls and welcome visitors for the executive. | Agents do not answer phones or greet people at the door. Each morning it writes the day's list of expected visitors and callers from Google Calendar, with a line on each, so whoever answers knows who matters and why. | Stays with you |
| 11 | Decide which requests and people reach the executive, and what can wait or go elsewhere. | You write the rules for who gets through. It sorts each request in Gmail and Slack against them and recommends meet, delegate, decline or later, with a reason and a drafted reply. Whose request wins your time is your decision. | Prepares it, you decide |
| 12 | Handle confidential board, staff and financial information with discretion. | It opens only the Gmail labels, Google Drive folders and apps you choose for it. If a draft would send board papers or salary details outside the company, it says so on the card, and you decide whether it goes. | Prepares it, you decide |
9 of 12 lines handled by the agent, some after your approval
Where the duties come from. The twelve lines are the duties that appear most often in public job descriptions for executive, personal and virtual assistants, reworded, and checked against the O*NET task list for executive secretaries and executive administrative assistants. Checked against O*NET OnLine: 43-6011.00 Executive Secretaries and Executive Administrative Assistants
A week with your AI executive assistant
Sorts the night's mail, drafts the routine replies and gives you the day on one page: meetings, clashes and the three messages that need you.
Checks the calendars involved, picks two times that respect your focus blocks and drafts the reply for your approval.
Writes a one-page brief for each of tomorrow's meetings with people outside the company, ready to read on your way in.
Reviews the week ahead: clashes, missing rooms and video links, travel time between places. The proposed changes come on one card.
Goes through the week's minutes, lists the actions still open and drafts a nudge to each owner.
Matches receipts to the card statement and prepares the expense report for you to approve.
What you give it on day one
- Your mailbox and calendar: Gmail and Google Calendar, or Outlook
- Calendar rules: focus blocks, your earliest and latest meeting, the gap you want between meetings
- A short list of people who always get through, and what can go to someone else
- Travel preferences: airlines, seat, hotel budget and loyalty numbers
- Six replies you have sent, so its drafts sound like you
- The Drive folders it may open, and the ones it may not
What stays with you
- Phone calls and visitors. It keeps the list of who is expected.
- Deciding who gets your time. It recommends; you choose.
- What counts as confidential, and who may see it.
- Being in the room. Minutes come from a transcript or your notes, and site visits are yours.
Hire one in three steps
- 01
Write the role
Create an agent, name it, and brief it as you would a new assistant: whose time it protects, how you like your day to run, and what it must never do. Paste your job description if you have one.
- 02
Give it access
Connect Gmail and Google Calendar with your own account and choose that this agent may use them. It reads first, to learn who you meet, how you write and what a normal week looks like.
- 03
Set the first routine
Ask for tomorrow's inbox sorted and replies drafted by 7:30. Correct what is off, then agree the weekday routine and an evening brief for the next day's meetings. Your corrections carry into every later draft.
First things to ask
- Every weekday at 7:00, sort my inbox and tell me the three messages that need me. Draft replies to the routine ones and ask before sending.
- Find 45 minutes with Priya and Daniel next week, not before 10:00 and not on Friday. Show me the invitation before it goes.
- I am in Singapore on the 14th and 15th. Find flights from Sydney and a hotel near the venue under $300 a night. Book nothing until I choose.
- The evening before any meeting with someone outside the company, write me a one-page brief.
Watch it work
A sample replay with example data, sped up. Pause it, scrub through it, or take the mouse yourself.
On screen
Gmail
Google Calendar
Slack
Pick a job. Watch it get done.
- WhenWeekdays, 7:30
- DoesReads, sorts, drafts
- NeverSends without your OK
- Haruka at Yamato Outdoor wants Thursday at 3 PMDraft ready
- Pacific Freight invoice, $4,280, due FridayMatches the PO
- Customs form for the sample shipmentFilled in
- Why
- Confirm the new meeting time.
- Where
- Gmail · haruka@yamato-outdoor.example
- What to expect
- Sends this one email. Your other drafts stay drafts.
Your team. Connected to everything.
Inbox (46) · Mail+Inbox0
Starred
Drafts2
Sent
Needs you3
FYI7
Archived36
3handled
7summarised
36archived
Sample replays with fictional data, sped up. Pause one, scrub through it, or take the mouse yourself.
Questions people ask
What is an AI executive assistant?
An AI executive assistant is an AI agent that does the desk work of an executive assistant: it sorts the inbox, runs the calendar, prepares meeting briefs, plans travel and drafts documents. A Monmo agent does this on its own computer with your Gmail and Google Calendar, and asks before anything is sent, booked or changed.
Can an AI agent replace an executive assistant?
It takes over inbox sorting, scheduling, meeting briefs, travel research, expenses and documents, the routine work done at a desk. It does not answer the phone, greet visitors, sit in the room or decide who gets your time. People who already have an assistant use it to take the routine work off that person.
Is it the same as an AI personal assistant for work?
Yes, the names overlap. An AI personal assistant for work and an AI executive assistant both look after one person's email, calendar, travel and paperwork. With Monmo it is a role you write: you say whose time it protects and which apps it may use. The same agent can take on personal errands too, such as bookings and subscriptions.
Does it send emails or accept meetings without asking?
No. It reads, sorts and drafts on its own, then shows a card before anything leaves: the reply, the invitation or the booking, with the reason. One card can cover a batch, such as nine routine replies. You can edit, allow or decline each one, and a declined reply is not sent.
Can it take minutes of my meetings?
Yes, from a transcript or a recording. When your meeting tool saves one to Google Drive, the agent reads it, writes the minutes and adds each action to a running list with an owner and a date. It was not in the room, so check the decisions it recorded before the minutes are shared.
Does it work with Outlook as well as Gmail?
Yes. Connect the mailbox and calendar you already use, Gmail and Google Calendar or Outlook, with your own account. The agent has the access that account has and no more. Where a connection does not cover a step, it can open the web version in its own browser and do the step there.