Personal AI Executive Assistant
An owner's assistant on WhatsApp that reads email, manages four calendars and schedules the team.
Overview
A business owner was running the company from WhatsApp, email and four calendars. We built an assistant he talks to on WhatsApp that can read and draft email, check availability and book across his calendar and three staff calendars.
The Challenge
Constant switching between WhatsApp, inbox and calendars, and scheduling staff by hand, was eating the owner's day.
The Solution
One assistant
Connected to WhatsApp direct chats, email and calendar with full read and write access.
Team scheduling
Across the owner's calendar plus three employee calendars: check availability, book, move.
Email handling
Reads, summarises and drafts replies for approval.
Privacy by design
Direct chats only, WhatsApp groups excluded from monitoring.
How It Works
Owner command on WhatsApp
AI agent
Tool: email
Tool: 4 calendars
Action taken
Confirmation back
Architecture
Interface
WhatsApp direct chat with the owner.
Agent
LLM with tool use and tightly scoped permissions.
Email tools
Gmail API for read, summarise, draft and send.
Calendar tools
Google Calendar API across four calendars.
Guardrails
Group chats excluded; actions confirmed back to the owner.
Hosting
Runs on the client's own Ubuntu VPS.
Engineering Highlights
- Real write access to email and calendars, scoped so the agent only acts where it should.
- Availability logic across four people's calendars.
- Built and delivered in a short fixed-scope sprint.
Outcome
- Delivered and running on the client's server.
- Owner manages email and team scheduling from one chat.