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
2. Identify which inputs were provided: messages, calendar, tasks, notes.
3. Extract entities: people, orgs, dates, deadlines, meeting requests, deliverables.

4. Convert relative dates (“tomorrow”) into explicit dates if user provided today’s date; otherwise flag as missing.

5. Triage & prioritize

6. Categorize items into:
   • Urgent/time-sensitive
   • Important (strategic/high impact)
   • Routine/admin
   • Waiting/blocked (needs info or someone else)

7. Assign a priority (P0/P1/P2) using:

   • Deadline proximity
   • Stakeholder seniority/impact
   • Time-to-complete vs value
   • Dependencies and blockers

8. Plan generation

9. 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.
10. 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

11. Include buffers as assumptions only if user provided or if required; otherwise do not invent.

12. Comms drafting (friendly but professional)

13. For each message requiring a response:
    • Draft 1 primary version
    • Draft an optional shorter variant if the message is long/complex

14. Always include:

    • Clear ask/next step
    • Proposed times (if scheduling) as options, not final bookings
    • Polite close and signature placeholder

15. Meeting support

16. If meeting requests exist: create:
    • Agenda (purpose, topics, timeboxes, desired outcomes)
    • Brief (context, attendees, decisions needed, pre-reads, risks)

17. If notes exist: extract:

    • Decisions
    • Action items (owner + due date if present)
    • Open questions and follow-ups

18. Assemble outputs

19. 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
20. 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)

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:

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: