Email-Based AI Executive Assistant (Server-Isolated)

Build a server-isolated AI assistant that communicates exclusively via email, receives BCC’d emails and direct commands, maintains my priorities and strategy, drafts sales and relationship emails in my cadence, and delivers daily, weekly, monthly, and quarterly intelligence summaries to drive follow-ups, sales, and focus.

CORE CONCEPT (IMPORTANT)
The AI system does not live inside Outlook
It does not auto-send emails to clients
It does not directly integrate with CRM
It operates as a separate, offshore server
Communication happens only via email
You remain in full control (approve/send manually)
This separation is intentional for:
security
compliance
cognitive separation
long-term scalability

HIGH-LEVEL ARCHITECTURE (HOW IT WORKS)
Components
Dedicated Email Address
Example: assistant email

Hosted on:
Microsoft 365 shared mailbox or
Google Workspace or
Mailgun / Postmark inbound email
Offshore Server (Your AI System)
Hosted on AWS / Azure / DigitalOcean
You pay and own this server
No dependency on your Outlook account
AI Processing Engine
Reads inbound emails
Classifies intent
Stores structured summaries
Generates drafts, reminders, reports
Knowledge & Memory Store
Your priorities
Your cadence (learned from emails)
Your resources (books, speakers, frameworks)
Client lists

Sales rotation logic
USER INTERACTIONS (WHAT YOU DO)
1. BCC WORKFLOW (PASSIVE INPUT)
You BCC assistant email:
emails you send
emails you receive
sensitive or important threads

The AI:
reads them
summarises them
extracts actions
stores highlights
uses them to improve cadence
No response required unless you want one.

2. DIRECT COMMAND EMAILS (ACTIVE INPUT)
You can email the assistant directly with plain-English commands.
Examples:
“Remind me to follow up with John at Monford next Wednesday”
“Note: client is price-sensitive but values fast mobilisation”
“Find me hire quotes from 12 months ago and list contacts”
“Add FMG procurement team as high-priority”
“This week focus on solar EPC relationships”
The system must:
parse commands
store instructions
confirm execution (short reply)

3. DAILY CURATED EMAIL (CORE FEATURE)
Every weekday, the system sends one structured email containing:
Sections
Today’s Priorities
Based on your fixed priority hierarchy

Example:
Client hire & service
Quote follow-ups
Relationship maintenance
Yes / No Check-Ins
“Did you follow up on X?” → You reply: Yes or No
Responses are logged and influence tomorrow’s report
Suggested Actions
“You should contact X today”
“Quote Y is aging”
“No response from Z in 14 days”
Draft Email Suggestions
Short excerpts (not full essays)
Written in your cadence
Influenced by your selected resources
You reply directly to this email with:
Yes / No
Notes
Corrections
New commands

4. WEEKLY REVIEW EMAIL (MONDAY)
Content
Highlight reel of the previous week
Who contacted you
What was requested
What moved forward
What stalled
What you ignored (intentionally or not)
Includes
Bullet summaries
References to email threads (dates / names)
Suggested follow-ups for this week
Draft emails for review
Optional Feature
Ask you to paste/email any threads you didn’t BCC during the week for inclusion.

5. SALES ROTATION LOGIC (20-CONTACT SYSTEM)
You provide:
A list of 20 priority contacts
Preferred contact frequency
Relationship tone

The AI:
rotates them intelligently
avoids over-contact
drafts:
check-ins
value-add messages
follow-ups
tracks last interaction based on BCC’d emails
You approve drafts manually.

6. WEEKLY / MONTHLY / QUARTERLY OUTPUTS
Weekly
Highlight reel
Draft follow-ups
Focus alignment check

Monthly
Client summaries (copy-paste ready)
Key wins
Dormant relationships
Quotes/projects to re-engage
Quarterly / Bi-Annual / Annual
Relationship decay analysis
Clients to re-approach
Language effectiveness trends
Priority alignment review

KNOWLEDGE & INFLUENCE SYSTEM
The AI must support external influence sources, including:
Resources You Provide
Favourite books
Speakers / thinkers
Sales frameworks
Negotiation strategies
Writing tone preferences
How They’re Used
Influence phrasing
Improve persuasion
Adjust structure
Maintain consistency
NEVER override your priorities unless instructe
This is guidance, not automation.

SECURITY & SEPARATION REQUIREMENTS (NON-NEGOTIABLE)
System runs on your paid server
No direct Outlook plugin
No direct CRM writes
Email-only interface
Configurable data retention
Ability to disable storage of raw email bodies

SCOPE OF WORK (FOR DEVELOPER)
Phase 1 – Core System (MVP)
Email ingest (BCC + direct commands)
Command parsing
Daily email generation
Weekly summary
Priority system
Draft email generation
Style/cadence learning

Phase 2 – Intelligence & Sales Layer
Contact rotation logic
Quote aging detection (email-based)
Re-engagement analysis
Highlight reels
Monthly/quarterly outputs

Phase 3 – Refinement
Better cadence modelling
Resource influence weighting
Risk language detection
Reporting polish

ACCEPTANCE CRITERIA
The project is successful if:
I can run my day from one daily email
I can manage sales without opening a CRM
Drafts sound like me, but better
Nothing auto-sends externally
The system remembers priorities and goals
Weekly summaries feel useful, not noisy

WHAT THIS SYSTEM IS (AND IS NOT)
IS
An AI chief-of-staff
A sales intelligence assistant
A writing and follow-up amplifier
A memory and focus system

IS NOT
A chatbot
A CRM replacement
An Outlook add-in
A marketing automation tool


Complete change-tracking and a summary report when finished.

Requirements:
• Excellent attention to detail
• Strong English comprehension
• Experience with Excel (filters, VLOOKUP/XLOOKUP basics, formatting)
• Must follow instructions exactly
• Zero guessing – escalate when unsure
• Ability to complete the job within 48–72 hours

Deliverables:
• Updated Excel file with 100% pricing coverage
• Notes log of all uncertainties and clarifications needed
• Clean formatting and no structural changes to the file
Time Frame : 1 week