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A director or manager without an assistant does it all themselves: juggling diaries, working through email, finding papers for the meeting and chasing action points.

A good executive assistant or office manager takes time to find, and much of that work is the same every week.

The Executive Assistant takes over the recurring part: scheduling meetings, pre-sorting email, gathering meeting papers and following up action points. What gets decided and sent is up to you.

What it does, step by step

  1. Pre-sort emailWhat needs your reply, what a colleague can pick up and what is for information only.
  2. Schedule meetingsWith internal and external attendees, within the times and rules you have set.
  3. Prepare the meetingAgenda, previous minutes, open action points and the papers from SharePoint, all in one place.
  4. Record action pointsWho does what by when, from the minutes or the meeting notes.
  5. Follow upA reminder at the agreed moment, and a nudge to you when something stalls.

Onboarded into your business

Marloes does not start from a generic script. Like any new colleague, Marloes is onboarded into the way your team works first.

  • Your knowledgeWe onboard Marloes with your own documents, examples and agreements, so the work is done the way your team does it.
  • Your systemsWe set up the integrations for the software you already use. Different fields or different steps? We adapt to them.
  • Your rulesYou decide what Marloes handles on its own and what always goes to a person first.
  • Grows with youWhen your way of working, a system or a rule changes, we adjust Marloes to match.

Works with these systems

Email and calendar
Documents
Communication
Tasks
  • Asana
  • Monday
  • Jira

Is your system not listed? We can connect any system, even if there is no standard integration. View all integrations.

What runs automatically and what does not

You stay in control.

Not every decision should be made automatically. For each workflow, we set out:

  • What can happen automatically.
  • What is put forward for approval first.
  • When a person is brought in.
  • What information is stored.
  • How actions are logged.

Is this a fit for your organisation?

A good fit if

  • Directors and managers without their own assistant.
  • Organisations where one office manager works for many people.
  • Situations with lots of meetings and action points that get lost along the way.

Less of a fit if

  • Confidential matters such as HR cases or an acquisition: keep those out of its reach.
  • Managers who prefer to run their diary entirely themselves.
  • Organisations without a fixed place for papers and minutes: then there is nothing to gather.

What it can deliver

  • Less back and forth by email over a date.
  • Meetings where the papers are ready in advance.
  • Action points that get followed up instead of forgotten.

Directions, not promises. As soon as there is evidence from a client project, it will appear here as a substantiated result.

Frequently asked questions

What does an AI executive assistant do?

The recurring work of an assistant: scheduling meetings, pre-sorting email, preparing meetings and following up action points. It works in your own Outlook or Google Workspace. What goes out in your name is up to you.

Is a digital assistant the same as Copilot or ChatGPT?

No. You use Copilot or ChatGPT yourself, at the moment you ask them something. This AI employee is set up for a fixed task with fixed rules: pre-sorting the email every morning, gathering the papers before every meeting and assigning the action points after every meeting.

Does the assistant read all my email?

It works in the mailbox of the person who uses it, with access you grant yourself, just as with a human assistant. Folders or senders that should stay out of view are excluded. It does not read colleagues' mailboxes.

Does it send emails or invitations on my behalf?

Invitations for meetings that fall within your rules, if you want it to. Emails with substance are prepared as drafts. You decide, per type of message, what it may send without you.

Can it prepare a meeting with the right papers?

Yes, as long as those papers are kept in a fixed place, such as SharePoint or a Teams channel. It brings together the agenda, the previous minutes, open action points and attachments and sends them round in advance. Anything missing, it requests from whoever should provide it.

How to put this to work

  1. 1A short callTogether we look at your process and your systems, and whether this task is the best place to start.
  2. 2Set up on your rulesIntegrations with your own systems, and agreeing what may run automatically and what a person approves.
  3. 3Measure and adjustFirst alongside your team, only then on its own. We look at what it delivers and adjust.
What does an AI employee cost?

More operations tasks

See all AI employees for operations