AI Executive Assistant for Email and Calendar Management
Case Study Summary
Client: Confidential
Industry: Executive productivity
Role: AI Solution Architect
Impact Metrics:
- 50% reduction in executive email and scheduling time
- 95% accuracy in intent understanding and task execution
- Faster meeting coordination through Slack-based workflows
- Higher adoption from a conversational, natural-language interface
- Improved personalization from persisted context and preferences
I built an AI executive assistant that connects Slack, email, and calendars so leaders can schedule meetings, triage inboxes, and draft responses without leaving their daily chat workflow.
The Challenge
Executives were losing hours each week to scattered email threads and back-and-forth scheduling. The assistant needed to understand natural-language requests, coordinate across email and calendar providers, and respond in Slack with high accuracy.
The Solution
→ Implementation
I designed a FastAPI orchestration layer that receives Slack commands, enriches them with stored context in PostgreSQL, and routes actions to Nylas for calendar and email operations. A dedicated LLM step interprets intent and drafts responses, while confirmations flow back to Slack for a tight feedback loop.
→ Solution Architecture
Slack messages flow into FastAPI, which orchestrates Nylas API calls for email and scheduling, uses an LLM for intent and drafting, persists context in PostgreSQL, and posts confirmations back to Slack.
Architecture diagram placeholder per request.
→ Tech Stack
- Infrastructure: Cloud-hosted API services
- Data Platform: PostgreSQL
- CI/CD: Not specified
- Containerization: Docker
- Backend: FastAPI
- Modeling: LLM-based intent parsing and drafting
- Vector Index: Not used
Key Learnings
- Workflow fit: Meeting users in Slack drove higher adoption and faster feedback.
- Context retention: Persisted preferences reduced repetitive clarification loops.
- API abstraction: Nylas simplified multi-provider email and calendar access.
- LLM guardrails: Structured prompts improved intent accuracy for scheduling.
Measurable Impact
- Reduced executive time spent on email and scheduling by 50%.
- Achieved 95% accuracy on request understanding and execution.
- Increased daily usage with a Slack-first interaction model.
- Delivered more personalized responses using stored context and history.
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