- name
- core-pa-admin-exec-support
- description
- Generates exec-support outputs (plan, prioritized tasks, comms drafts, meeting prep/follow-ups). USE WHEN you want a personal assistant to triage requests and produce ready-to-send drafts and schedules.
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
- 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.
- 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
- 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.
- 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
- 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
- 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: <Recipient/Thread>
**Subject:** ...
**Message:**
...
(Alt short version, if useful)
## Meeting Support
### Agenda: <Meeting Name>
- Purpose:
- Desired outcomes:
- Topics + timeboxes:
- Pre-reads:
- Notes:
### Brief: <Meeting Name>
- Context:
- Attendees:
- Decisions needed:
- Risks/Dependencies:
## Action Items & Follow-ups
- Action: ... | Owner: ... | Due: ... | Status: ...
- Open questions: