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: <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: