Executive assistant setup
How to work with Eva, the AI executive assistant
Eva is best used as the organizer. Give her the business context, the inbox rules, and the authority to summarize, sort, draft, and remind. Keep sending, deleting, and customer-sensitive decisions under owner approval until the workflow is proven.
Best first use: have Eva review one inbox or one message thread and produce a daily summary with action items, draft replies, and follow-up reminders.
Want a shorter owner briefing? Use the Marblism Eva daily-summary prompt builder to choose a delivery time and up to three priority signals, then test one top-three digest against the real inbox.
What Eva should know first
- The business name, location, service area, offer, pricing boundaries, and customer types.
- Who the owner is, who employees are, and which people should be treated as VIPs.
- Which emails require fast response, which can wait, and which can be ignored.
- What Eva may draft without approval and what must be approved before sending.
- Common FAQs, refund rules, appointment policies, and escalation rules.
Good recurring tasks for Eva
| Task | Instruction style | Owner review |
|---|---|---|
| Daily inbox summary | Summarize important emails, list urgent items first, and recommend next steps. | Low risk |
| Draft replies | Write short, plain replies in the owner's voice and mark any uncertainty. | Required before sending |
| Follow-up reminders | Track unanswered leads, invoices, proposals, and vendor issues. | Medium risk |
| Meeting prep | Collect the latest notes, emails, open questions, and next-step options. | Low risk |
Want Eva to take meeting notes? Use the 15-minute Marblism meeting-notetaker test to verify the calendar, waiting-room step, summary recipients and notes before using it with customers.
Prompt Eva like this
Every weekday morning, review my inbox and give me a short executive summary. Put urgent customer or money-related items first. For every email that needs a reply, draft a response in my voice, but do not send anything until I approve it. If you are unsure, say exactly what you are unsure about.
Need safer draft boundaries? Use the 15-minute Marblism Eva Guidelines challenge to create one allow rule, one skip rule and one reply template, then verify them with harmless test emails.
What to avoid
- Do not ask Eva to manage every inbox workflow on day one.
- Do not allow automatic sending until the drafts sound right for at least a week.
- Do not bury rules inside long paragraphs. Use short rules she can follow repeatedly.
- Do not mix business operations, marketing, sales, and personal tasks without labels.
Small business example
A pool company owner can ask Eva to find all unanswered estimate requests, summarize parts or invoice questions, draft customer replies, and flag anything that might affect cash flow. That turns a messy inbox into a short decision list.
Already have inbox folders? Eva cannot use labels that existed before connection. Use the 15-minute Marblism Eva email-label challenge to recreate and safely test three useful categories without deleting your old system.
Deciding whether sorted email should stay visible? Use the Marblism Eva email-organization planner to choose Categories or Folders and Move or Copy, then verify the settings with one harmless new email.
Based on hands-on small business use and the official Marblism help materials for Eva and workspace setup. This guide is written as a practical implementation checklist, not copied from Marblism's documentation.