AI office assistant: email, calendar and documents

Who it’s for

Small offices, law firms, estate agents and service businesses where the shared inbox, the calendar and routine paperwork eat up several hours a day. Emails sit unread because nobody has time to go through them, and the same contracts and letters get filled in by hand from the same template.

If your business is one person and most of your email is with a few regular clients, this role is more than you need.

What the role covers

• Sorting the shared inbox: categories, priorities, forwarding each email to the right person.
• Draft replies to repeat questions, for approval.
• Booking meetings in the calendar to the rules in the role card and sending confirmations.
• Filling in routine documents from your templates with details from forms and emails.
• Entries in your CRM or spreadsheet, if you use one.

What the assistant doesn’t do

• It doesn’t take day-to-day requests from individual staff outside the role card.
• It doesn’t sign documents or make statements on the company’s behalf.
• It doesn’t send offers or marketing messages.
• It doesn’t do accounting and doesn’t give legal or tax advice.
• It doesn’t look into inboxes or folders outside the role’s scope.

When it hands over to a person

Every email that needs a decision goes to the right person with a short summary. Urgent matters, complaints, official letters from public authorities and anything it doesn’t understand are passed on straight away.

Oversight by a MEZA specialist

In a package of 3 or 6 hours a month, a MEZA specialist checks how the assistant sorts email and fills in documents, improves the rules and templates and sends a monthly report. They work remotely and follow our procedures.

It’s a service, not employment. We don’t supply you with staff. We describe the role’s scope and take responsibility for the assistant carrying it out.

How we start

1. You fill in the form. We send a free quote within 24 hours.
2. Free Concept: a sample sorting of your inbox into categories and a draft document from your template, without customer data.
3. We write the role card: inboxes, categories, calendar rules, document templates.
4. We set up a service account with access only to the places you name.
5. A pilot: at first you check how the assistant sorts email and fills in documents.

We connect email, calendar and CRM the same way we do for our CRM integrations.

Rules and data

As of 23 October 2026. In messages to people outside your company, the assistant says it’s your company’s AI assistant, as Article 50 of the AI Act requires in the EU. We apply the same rule in the UK. We process data under a data processing agreement. Access to email and calendar is limited to the role’s scope, and you can take it back at any time. The assistant only sends service messages, not marketing.

Tell us which office tasks take up the most time. You’ll get a free quote within 24 hours, including weekends and public holidays.