The unusually helpful AI assistant for EAs

The unusually helpful AI assistant

for EAs

Townies like Doug proactively sort your execs’ inboxes, keep every calendar honest, and capture every meeting.

AI that learns you.

Your Town Wiki is a single place to see everything your Townie has come to understand about you. It’s a living synthesis of your profile, your work habits, and your preferences.

Dougwrote your wiki and hopes you like it.

Overview

Rosa Jimenez

Recent updates

• Moved the December offsite decision into Goals after the venue shortlist came back with two options that hold through Friday.
• Noticed that Teddy answers threads himself on weekends without copying her, and added a Monday check for those to How she works.
• Retired the standing hold for the vendor review that closed, and flagged that Hugh Pemberton is still waiting on dates for the two CEOs’ dinner.

Overview

Rosa Jimenez is the executive assistant to Teddy Lang and Amara Diallo, the CEO and COO of Silverbeam, a two-hundred-person software company. Two principals means two calendars, two inboxes, and one person keeping all of it honest.

She is the company’s only EA, so the job has no bench: board cycles, offsites, travel, and the daily traffic between two executives all run through her. The current load is laid out in Projects.

Her counterpart at the company’s closest partner is Hugh Pemberton, who assists Oakhollow’s chief executive; half of her scheduling runs through him.

How she works

Rosa sweeps before her principals are up: both calendars checked for landmines, both inboxes triaged, and the day brief out before the first meeting. Midday is for repairs, and the day closes with a wrap-up and tomorrow’s final check.

Each principal gets their own rules. Teddy Lang likes short and warm with the decision up front; Amara Diallo wants the numbers first. Every draft in either voice waits for Rosa’s review, because the name on it is never hers.

On the calendar she protects candidates and key externals, treats standing internal 1:1s as movable, and places holds the moment a time is floated so nothing gets taken out from under her.

Goals

• Get through the Q4 board cycle with every input chased down early: agenda locked a week out with Nell Ferris, the deck versioned once, nothing collected the night before.
• Fold Amara Diallo’s world fully into the same rhythm as Teddy’s, so supporting two principals reads as one seamless system rather than two jobs.
• Take a real week off without her laptop, which means the sweeps, the briefs, and the chasing have to hold up without her.

Projects

• The Q4 board meeting is four weeks out: inputs are being chased across finance and product, the deck is on version three, and the dinner is co-planned with Hugh Pemberton.
• The December offsite is down to two venues, with the decision due Thursday and the invites drafted to go out the moment it lands.
• November travel for both principals is tracked here, along with the running list of what each of them owes and is owed.

Your Townie stays on top of your inbox.

Understand what’s important

Your principals’ mail and yours, sorted before you open it. What needs each exec, what routes to you, and the noise filed where you can still find it. Different inboxes, different rules, one morning sweep.

Don’t drop the ball

Nothing promised to your principals slips. Your Townie sweeps what you and your execs committed to, checks it against what already went out, and ranks what’s still open by who is waiting and how long.

Your Townie knows how to respond the right way.

Decide what needs a response

Each message gets a read: what needs them, what routes to you, which intro deserves a polite decline. The two of you stop answering the same mail twice.

Draft in my voice

The draft sounds like you, or like your exec. Your Townie reads the thread and writes in whichever voice the reply belongs to, keeping yours and each principal’s apart. Nothing sends until you approve it.

Your Townie does the planning so you don’t have to.

Proposing times stops being calendar tetris. Both principals’ calendars, the time zones, and the focus blocks you protect get reconciled in one pass, and the hold goes on before anyone can take the slot.

Invites go out, and the replies track themselves. Your Townie sends the invite you approved, logs each acceptance as it lands, and confirms the meeting on every calendar with the dial-in and the agenda already attached.

Your Townie helps you manage your meetings.

Show up prepared

Know what needs you before your execs are awake. Calendars, inboxes, and meeting notes become a few ranked bullets: what’s first, what needs a decision, what to watch. The sweep starts already done.

Capture what was said

Minutes, without scribbling at the back of the room. The meeting becomes a clean debrief: what was decided, what’s still open, the context around it. When someone asks two quarters later, the answer is a search away.

Drive the follow-through

The meeting ends with every to-do already routed. Commitments leave the room with owners and dates: yours land on your list, your execs’ land on theirs, and nothing depends on whoever was supposed to write it down.

More routines made for you.

Because your Townie knows your principals, their calendars, and how each one likes things done, they take on the sorting, the holds, the chasing, and the recaps nobody has time to write. And it all arrives set up, never as homework.

When my execs’ calendars change, flag the conflicts and draft the reschedules for my approval.