AI Chief of Staff for Busy Executives
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LAST UPDATED
January 27, 2026SOLUTION
Operations
TOOLS
DESCRIPTION
Turn brain dumps into prioritized action plans—with real context from your calendar, email, drive, and Slack. Sends you a daily brief of your priorities proactively (if connected to a trigger!)
Who is this for?
Founders, executives, and leaders who:
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Have more ideas than hours in the day
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Juggle strategic work with operational demands
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Need help ruthlessly prioritizing across competing priorities
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Want an assistant that actually researches before recommending
What problem does this solve?
You know what it's like: you sit down to work and your brain is full of half-formed tasks, looming deadlines, and "I should probably..." thoughts. You spend your first hour just trying to figure out what to work on, and pulling together separate threads of info from docs, calendar, slack etc. to help you ascertain what's really important.
This template takes your messy brain dump and transforms it into a clear, prioritized action plan—informed by what's actually happening in your calendar, inbox, documents, and team conversations.
No more context-switching to check six different apps. No more forgetting that email thread that changes everything.
What does this agent do?
When you send a brain dump, the agent:
1. Extracts and categorizes everything you mention into: fires, strategic priorities, operational tasks, someday ideas, and personal logistics
2. Pulls real context from your connected tools:
- Calendar: upcoming meetings, prep needed, overbooked days, protected time
- Gmail: pending threads, unanswered emails, relevant history
- Google Drive: existing docs, current status of key projects
- Slack: team conversations, decisions made, outstanding questions
3. Applies your priority filter to check if tasks actually advance your stated goals—or just feel urgent
4. Accounts for time reality: your actual available hours, energy patterns, and need for buffer
5. Outputs a structured plan:
- Calendar reality check
- Fires to handle now
- This week's 2-3 strategic priorities (with context found)
- Operational tasks to delegate or batch
- Parking lot for good-but-not-now ideas
- Patterns to watch (overcommitment, scope creep)
- Quick wins available
Requirements (All are easy out of the box gumloop tool connectors!)
- Google Calendar connected
- Gmail connected
HOW DO YOU SET THIS UP?
1.
Customize your instructions
You can customize the agent instructions to be more specific to: - Your constraints: Update work hours, protected days, non-negotiable personal time - Your priorities: Define your 3-5 strategic priorities so the filter actually works for you - Your context: Add background on your role, organization, and operating style - Your rhythms: Specify weekly/monthly recurring commitments - Trigger phrases: Add phrases that indicate you're overloaded so it can intervene Go into the Agent instructions and update to be YOURS (mine are very very specific to me, as you'll see!)
2.
Add your tools
I've added all 4 sources of context for the agent where decisions and information about the org typically live -- Google Calendar (meetings), Google Drive (documents and agendas), Gmail (decisions, agendas, updates), and Slack (ongoing conversations). I recommend adding all 4 if you are able to. Or look through Gumloop's out of the box tools and review for others that might be more relevant to you (ex: Linear for issues if you are in product or engineering, Notion, etc.) Remember to update your instructions if you DO use different or fewer tools
3.
Separate from this agent - after saving, create a flow to trigger your agent more proactively
Connect this agent to a scheduled flow that triggers a daily start-of-day message. Instead of waiting for your brain dump, the agent reaches out to you—pulling your calendar, surfacing urgent emails, and sending a morning briefing with your day's priorities before you even ask. Set up a simple flow: 1. Schedule trigger (e.g., 8:30am daily) 2. Run the Chief of Staff agent with a prompt like "Give me my morning briefing" 3. Send output to Slack DM or email Now you start every day with clarity delivered to you.
Hand-picked by the Gumloop team
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