Secretaries have (blessedly) gone the way of the Dodo. Executive assistants are a rare breed, but they remain a fixture of the C-Suite at major corporations and even smaller firms, depending on the industry. Which means Amy and Andrew might run into one someday as they schedule your meetings. So we’ve designed our AI assistant to collaborate with executive assistants graciously and effectively.
Here are three scenarios that will help you understand how to introduce Amy and Andrew when working with someone’s assistant.
1. Your guest introduces their assistant into the scheduling conversation.
In this scenario your guest adds their assistant to the scheduling thread and identifies them as the person for Amy to work with.
Hi Walter – It’s great to connect with you and I’m looking forward to speaking. I’ll loop in Andrew, my AI assistant, to help us get this meeting on our calendars.
Andrew – Please help schedule a call for me and Walter sometime next week.
Walter replies to you and Andrew looping Jesse in to help coordinate the meeting on his side.
Great. Jesse will be coordinating on my behalf.
Because Walter explicitly tells you and Andrew that Jesse is coordinating this meeting on his behalf, Andrew will only reach out to Jesse to find a time. When he does, he’ll send the calendar invite out to everyone on the original thread, including Walter.
2. Your guest adds their assistant to the scheduling conversation but doesn’t cue Amy in.
Say you’d like to set up a meeting with Skyler. You reach out, and she replies with her assistant, Hank, cc’d but she doesn’t tell Amy who Hank is. You happen to know that Hank is Skyler’s assistant and that he’ll be scheduling for Skyler. But Amy doesn’t.
All you have to do is reply all, cc in Amy, and make the introduction so she’s fully informed of who’s who.
Amy, please work with Hank to set this meeting up for me and Skyler anytime this week. I’ll meet her at her office.
Amy now knows that Hank is Skyler’s assistant. She’ll then only communicate with Hank until the meeting is scheduled. When it is, she’ll send out the calendar invite to both Skyler and Hank, and the notes will reflect Hank’s role.
And next time you meet with Skyler, Amy will remember that Hank is her assistant. So as long as they’re both on the email, Amy will know to coordinate with Hank.
3. You reach out directly to your guest’s assistant to schedule a meeting and don’t cc their boss.
Say you meet up with your mentor, once every quarter, and you want Amy to schedule your next meeting. You send an email to Saul, Marie’s assistant, cc-ing Amy.
Please work with Saul to find a time for me to call Marie. Either this Thurs or Friday afternoon would be perfect.
But say that in the example above you decide to spare Marie’s inbox and so you don’t include her in the cc field. Worry not. As long as you explicitly tell her to include Marie in your message, Amy will know to ask you for Marie’s email address. Once she’s coordinated with Saul, she’ll send the calendar invite out to everyone.
4. One of your guests is coordinating on behalf of others (but is not necessarily an assistant).
In this scenario, you’re meeting with a team of 3 people from a client company, and Gus on their end has taken “point” and is handling the scheduling for their whole team. Even though he’s not technically anyone of his colleague’s assistant, you can cue Amy in much the same way.
Amy, find us a time to meet at Acme’s offices. Gus will be coordinating the scheduling for Jane and Lydia as well.
Amy now knows that Gus is the only person she actually needs to correspond with to find out availability for the whole team—Gus, Jane, and Lydia—sparing everyone else’s inbox. Amy will send all her questions his way, and once Gus confirms what works, she’ll send out an invite to you, Gus and the whole Acme team.
Remember, it helps your AI assistant if they know who’s who, and they’ll take it from there. If Amy or Andrew miss a cue, as even humans sometimes do, just tell them again.
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