Core PA Admin and Exec Support

Core PA Admin and Exec Support

PURPOSE

Turn pasted messages, calendar availability, task lists, and meeting notes into a clear plan, prioritized tasks, professional-friendly communications drafts, and meeting prep/follow-ups—without ever finalizing actions.

WHEN TO USE

• You need a daily plan and prioritized tasks from incoming messages and to-dos
• You want email/DM drafts that are friendly but professional
• You need meeting agendas/briefs and action-item extraction from notes
• You want scheduling proposals that respect working hours and constraints
• You want an all-in-one “PA run” that triages, plans, drafts, and follows up

DO NOT USE WHEN…

• You must send emails or book meetings automatically (this skill only proposes and drafts)
• You have no access to the content (no messages/calendar/tasks/notes available)
• The request is legal/medical/financial advice beyond basic admin coordination

INPUTS

REQUIRED (at least one)

• Pasted messages/emails/DMs OR
• A task/backlog list OR
• Calendar availability (free/busy windows) OR
• Meeting notes (raw notes or transcript excerpts)

OPTIONAL

• Stakeholder list + preferences (tone, titles, signature, response SLAs)
• Priority goals for the day/week
• Known deadlines, travel days, “hard” commitments

EXAMPLES

• Messages: “Can we meet next week about Q1 planning?” + “Please review the deck by Friday.”
• Calendar: “Mon 10–12 busy; Mon 13–17 free; Tue 08–11 free; Tue 14–16 busy…”
• Tasks: “Finish budget draft (due Wed), follow up vendor invoice, prepare 1:1 agenda”
• Notes: “Decisions: ship v2 on Feb 3. Actions: Alex to update roadmap…”

OUTPUTS

• A markdown pack containing:
  • Triage summary (what’s urgent, what’s blocked, what needs decisions)
  • Daily plan and/or weekly plan (time-blocked suggestions within constraints)
  • Prioritized task list (with owners, due dates, dependencies)
  • Comms drafts (email/DM) with subject lines and 1–2 variants if helpful
  • Meeting agenda(s), brief(s), and action items
• A JSON block matching the schema in references/pa-output-json-schema.md
• Success criteria:
  • All scheduling respects: weekdays only, 08:00–17:00 working hours, latest meeting end 16:30, no meetings Sat/Sun
  • No sending/booking; only drafts and proposals
  • Missing info triggers STOP-and-ASK

WORKFLOW

1. Ingest & normalize inputs

   • Identify which inputs were provided: messages, calendar, tasks, notes.
   • Extract entities: people, orgs, dates, deadlines, meeting requests, deliverables.
   • Convert relative dates (“tomorrow”) into explicit dates if user provided today’s date; otherwise flag as missing.

2. Triage & prioritize

   • Categorize items into:
     • Urgent/time-sensitive
     • Important (strategic/high impact)
     • Routine/admin
     • Waiting/blocked (needs info or someone else)
   • Assign a priority (P0/P1/P2) using:
     • Deadline proximity
     • Stakeholder seniority/impact
     • Time-to-complete vs value
     • Dependencies and blockers

3. Plan generation

   • Build a proposed plan:
     • If calendar availability is provided: place blocks only in free windows.
     • If not provided: propose a plan using default workday blocks 08:00–17:00.
   • Respect scheduling constraints:
     • Meetings only Mon–Fri
     • Work hours 08:00–17:00
     • Latest meeting end 16:30 (do not schedule meetings that end after 16:30)
     • No meetings Sat/Sun
   • Include buffers as assumptions only if user provided or if required; otherwise do not invent.

4. Comms drafting (friendly but professional)

   • For each message requiring a response:
     • Draft 1 primary version
     • Draft an optional shorter variant if the message is long/complex
   • Always include:
     • Clear ask/next step
     • Proposed times (if scheduling) as options, not final bookings
     • Polite close and signature placeholder

5. Meeting support

   • If meeting requests exist: create:
     • Agenda (purpose, topics, timeboxes, desired outcomes)
     • Brief (context, attendees, decisions needed, pre-reads, risks)
   • If notes exist: extract:
     • Decisions
     • Action items (owner + due date if present)
     • Open questions and follow-ups

6. Assemble outputs

   • Produce markdown sections in this order:
     1. Triage summary
     2. Prioritized tasks
     3. Proposed schedule/plan
     4. Draft communications
     5. Meeting agendas/briefs
     6. Action items & follow-ups
   • Output JSON matching schema.

STOP AND ASK THE USER (MANDATORY) IF…

• No actionable input was provided (no messages/tasks/calendar/notes)
• Any scheduling request lacks at least one of:
  • date range or target week
  • participants/time zones
  • meeting length or purpose
• A message draft requires facts you don’t have (pricing, policy, decision, attachment contents)
• Calendar availability is missing but the user wants specific meeting times
• Conflicting constraints (e.g., only times offered would end after 16:30)

OUTPUT FORMAT

MARKDOWN OUTPUT TEMPLATE

## Triage Summary
- Urgent:
- Important:
- Routine:
- Blocked/Waiting:

## Prioritized Tasks (P0/P1/P2)
1. [P0] Task — owner — due — dependency/blocker — next step
2. ...

## Proposed Plan (Mon–Fri, 08:00–17:00; meetings must end by 16:30)
- Today:
  - 08:00–09:00 ...
  - ...
- This Week (if requested):
  - Mon ...
  - Tue ...

## Draft Communications (Friendly, Professional)
### Draft 1: 
**Subject:** ...
**Message:**
...

(Alt short version, if useful)

## Meeting Support
### Agenda: 
- Purpose:
- Desired outcomes:
- Topics + timeboxes:
- Pre-reads:
- Notes:

### Brief: 
- Context:
- Attendees:
- Decisions needed:
- Risks/Dependencies:

## Action Items & Follow-ups
- Action: ... | Owner: ... | Due: ... | Status: ...
- Open questions: