AI assistant for secretaries: inbox, calendar and minutes without losing the first half of the day
Personal interaction and tact remain yours. The assistant receives and sorts enquiries, keeps the manager's calendar, prepares letters from templates and turns a meeting into minutes.
What it does
- works through the inbox: separates what matters from newsletters and drafts short replies
- receives incoming enquiries and opens a record for each one
- runs the calendar: finds a slot, sends invitations, reminds participants
- prepares standard documents from templates — letters, certificates, orders
- writes the meeting minutes from a recording or your notes
What it does not do
The limits are set in advance
- does not decide on its own who gets into the manager's calendar
- does not sign or send documents without your confirmation
How much time it frees up
By our reviews, a secretary spends roughly
15 hours a week on the routine listed above — more than a third of the working week. The assistant does not take all of it: some tasks you will still be checking. But checking something finished is faster than doing it from scratch, and the gain lies in exactly that difference.
How it works
The assistant plugs into the channels where the work already happens: email, messengers, spreadsheets. It does not require the company to move to a new system — on the contrary, it works through what has piled up in the current one.
What the assistant takes off the secretary's plate
Email sorted by nine in the morning
A hundred emails overnight: newsletters, invoices, enquiries, invitations. The assistant sorts them into folders and by urgency according to your rules, answers routine ones from templates — "received, we will reply by…" — and shows you the five emails that need the manager's decision, with a short summary of each. There is no longer any need to read all hundred.
A calendar that doesn't fall apart from one reschedule
A partner asks to move a meeting by an hour. The assistant checks the calendar, offers options, agrees them with the participants, moves the meeting and updates the meeting room booking. Everyone affected gets a notification. You learn the result in one line.
Letters and documents from a template, but not template-like
A thank-you letter, an invitation, a confirmation of attendance, a cover letter for a contract — you have the forms. The assistant assembles the document for the specific case: names, dates, details, the correct form of address. You check and send without rewriting.
Meeting minutes by the evening of the same day
A recording of the meeting or your notes — the assistant turns them into minutes in the standard form: present, discussed, decided, action items with owners and deadlines. It sends them to participants after your approval and reminds the owners of their action items a day before the deadline.
Guests, business trips, bookings
Tickets, hotel, transfer, a visitor pass, water for the meeting room. The assistant keeps a checklist for each event and reminds you of what is not yet done. Booking and paying — you, or it on your instruction, but nothing gets forgotten.
What the dialogue looks like
You: Morning email summary.
Assistant: 84 emails overnight. Needing the manager's decision — 4: a request for a commercial proposal from Vektor (reply due by Thursday), an invitation to a conference on 12 October, a letter from the lawyer about the Alfa contract (signature requested by Friday), a client complaint about order 2231. Replied from the template to 11 emails (acknowledgements of receipt), 62 — newsletters and notifications, archived. Invoices — 3, forwarded to accounting.
You: Show me the complaint first. Put the conference in the calendar as "tentative".
Assistant: The complaint is open in your "Urgent" folder. The conference is scheduled for 12 October with the status "tentative", decision reminder — 1 October.
What we need from you at the start
- Sorting rules: what is urgent, what goes to the manager, what you can answer yourself.
- The letter and document templates you use — in any form.
- Calendar access and meeting rules: default duration, mandatory breaks, who is allowed to move things.
- The minutes form and the list of regular meeting participants.
Implementation timeline
The review is one conversation. Setting up email and the calendar takes two to three days. In the first week the assistant sorts email alongside you and you check that everything went where it should. From the second week it does this itself, and minutes and letters go out with your approval.
Frequently asked questions
Won't it send an email that shouldn't be sent?
On its own the assistant sends only standard acknowledgements from approved templates. Everything else is a draft for your review.
On its own the assistant sends only standard acknowledgements from approved templates. Everything else is a draft for your review.
The manager is against "robots" in correspondence.
External recipients never see the assistant: letters go from your address and in your style after your check. It speeds up the preparation; the face of the company does not change.
External recipients never see the assistant: letters go from your address and in your style after your check. It speeds up the preparation; the face of the company does not change.
Our meetings are confidential.
Minutes are prepared on your side from your notes or recordings; nothing is uploaded anywhere. What to record and what not to is your decision.
Minutes are prepared on your side from your notes or recordings; nothing is uploaded anywhere. What to record and what not to is your decision.
I have two managers.
We set up two calendars and two sets of rules. The assistant keeps them apart and makes sure meetings don't overlap where you are needed.
We set up two calendars and two sets of rules. The assistant keeps them apart and makes sure meetings don't overlap where you are needed.
What it costs
Task review and configuration of one assistantfrom ₽12,000 (≈ $142)
An extra task beyond the basic fivefrom ₽3,000 (≈ $36)
Training for you or a member of stafffrom ₽5,000 (≈ $59)
Support and adjustments, per monthfrom ₽4,000 (≈ $47)
Build an assistant like this
Tell us which tasks eat the most of your time, and we will say which of them are worth handing to an assistant first and which are better kept for yourself.
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