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

```md

Triage Summary

• Urgent:
• Important:
• Routine:
• Blocked/Waiting:

Prioritized Tasks (P0/P1/P2)

[P0] Task — owner — due — dependency/blocker — next step

...

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: