Executive AI Assistant
Planned — not yet availableRingMind Executive Assistant Brain · on the roadmap
For executives whose phone rings with board members, clients, vendors and cold pitches all at once. It is meant to protect the executive's time while making sure the people who matter get a fast, polished response.
Available to use today
Start from the Personal Secretary, add the executive's scheduling rules and off-limits topics to its instructions, connect their calendar so it can offer open times, and add the chief of staff to the transfer list.
What it's planned to handle
Manages calls and scheduling for busy executives.
- Greets callers on the executive's behalf and finds out who they are, which company they represent and what the call is about.
- Offers meeting times from the executive's calendar within the rules you set, such as no meetings before ten or on Friday afternoons.
- Puts key relationships, like the board chair or a major client, through to the executive or their chief of staff.
- Turns everything else into a short message with the caller's name, organisation, reason and how soon they need a reply.
- Politely declines sales pitches and points vendors to a general email address.
What you'd fill in
- The executive's name, title and how callers should address them
- Names of people and organisations who should be put straight through
- Scheduling rules: meeting lengths, protected hours and days off-limits
- Who handles calls when the executive is unavailable, such as a chief of staff
- Topics never to discuss, like travel plans, deals in progress or personal matters
Questions it's meant for
Rules it would follow
- Never share the executive's location, travel plans, schedule details or who they are meeting.
- Never confirm or deny business deals, hires or other confidential matters.
How assistants are released
Each RingMind assistant ships with its own instructions, safety rules and a test suite, and is offered only once every test passes. Join early access to hear when this one is ready.
Tools it would work with
Why an executive's phone line is hard to run
An executive's line carries very different calls at once: a board member who needs an answer today, a client confirming a meeting, a recruiter, and a vendor hoping for ten minutes. Whoever answers has to know who matters, protect the calendar and never let slip where the executive is or what they are working on. During back-to-back meetings those calls either interrupt or wait.
How the planned Executive Assistant is meant to work
The Executive Assistant is planned and not yet available. It is being designed to greet callers on the executive's behalf, learn who they are and why they are calling, offer meeting times inside rules such as protected mornings, put key relationships through to the executive or a chief of staff, and turn everything else into a short message marked by how soon a reply is needed. Vendors would be pointed to a general email address, and confidential topics such as travel or deals would stay off the table.
Use RingMind for this today
You can cover much of this now with the Personal Secretary:
- Business details: enter the executive's name and list the people whose messages should be flagged as important, such as the board chair or a major client.
- Additional instructions: say how callers should address the executive, which topics are off-limits, and how to answer vendors and recruiters.
- Knowledge Base: add approved FAQs, such as the email address for proposals and where couriers should deliver documents. See the Knowledge Base guide.
- Transfer list: add the chief of staff and anyone else who should take urgent calls (up to five people), then turn on Transfer calls in Tools. See transfers and messages.
- Calendar: connect Google Calendar, Microsoft Outlook or Calendly if you want meetings offered and booked. Without a connected calendar, meeting requests are taken as messages.
Messages appear in Calls & Messages with their urgency, ready to review between meetings. To hear when the dedicated version is ready, join early access.
Executive AI Assistant: questions
Is it available now?
Not yet. The Executive Assistant is planned. Today you can set up the Personal Secretary for an executive's line, and join early access to hear when the dedicated version is ready.
Will it tell callers where the executive is?
No. The Personal Secretary is instructed never to confirm where the owner is, who they are with or when they will be back, and the planned Executive Assistant keeps the same rule.
Can important callers be put straight through?
Yes, by adding up to five people to the transfer list, such as the executive and their chief of staff. The assistant asks who is calling and uses your instructions to decide; it does not check numbers against a contact list.
Can it book meetings on the executive's calendar?
Only when a calendar integration is connected, such as Google Calendar or Microsoft Outlook. Otherwise it takes the meeting request as a message for someone to confirm.
How do sales pitches get handled?
Write it into Additional instructions, for example: thank the caller and give the general email address from your knowledge base. The assistant can also take a short message if you prefer.
Which phone number does it answer?
A US or Canadian local or toll-free number you get in RingMind, or an existing US number you move to RingMind, which usually takes one to three weeks. See phone numbers.