Email Exec Assistant
The Email Exec Assistant is an AI-powered tool that helps you manage high email volume by monitoring your inbox for relevant messages and suggesting ready-to-send, AI-drafted responses — so you can stay on top of client communication without spending hours in your inbox.
Watch the video below for a quick walkthrough, or read on for the full breakdown.
How It Works
The Email Exec Assistant continuously monitors your incoming emails and looks for messages that match the keywords and priorities you define in your personal template. When it finds a relevant email, it drafts a suggested response tailored to your communication style and the content of the message.
Because each user configures their own template, the assistant's behavior is personalized to your role, your clients, and the types of email conversations that matter most to you. Emails that don't match your priorities can be filtered out so the assistant stays focused on what's signal, not noise.
What the Agent Delivers
For each email the assistant identifies as relevant, it produces:
- Action-needed flag — the assistant highlights emails that require a response so they don't get buried.
- Keyword hit summary — a brief note on which of your monitored keywords matched and why the email was surfaced.
- AI-drafted reply — a suggested response written in your communication style, ready to review and send (or edit) with one click.
The assistant surfaces only emails that match your template — routine messages, newsletters, and automated notifications you've told it to ignore are filtered out automatically.
Guardrails & Privacy
The Email Exec Assistant is designed with several built-in protections:
- PII handling — sensitive personal information in email content is not stored beyond what is needed to generate a draft response.
- Explicit confirmation required — the assistant never sends a response on your behalf. Every suggested reply requires your explicit approval before anything leaves your outbox.
- Phishing and fraud detection — the assistant flags emails that show characteristics of phishing attempts or fraudulent requests and will not draft a reply for them. These emails are surfaced to you with a warning instead.
Requirements
- Connected email account — the assistant works with email accounts connected to Levitate via OAuth. If your email is not yet connected, go to Settings > Email to authorize access.
- Feature enablement — the Email Exec Assistant must be enabled for your account. Reach out to your Success Manager to turn it on.
Setting Up Your Personal Template
Your personal template controls how the Email Exec Assistant behaves. It has two key fields:
Monitored Keywords
Enter the keywords or phrases the assistant should watch for in incoming emails. When an email contains one or more of these terms, the assistant treats it as a candidate for a suggested response. Use keywords that reflect the topics, requests, or client situations you most commonly need to respond to — for example, terms related to account reviews, meeting requests, referrals, or specific products your clients ask about.
Ignore Noise Notes
Use this field to tell the assistant which types of emails or topics to filter out or deprioritize. For example, you might instruct it to ignore automated notifications, newsletter subscriptions, internal distribution lists, or routine system alerts. The more specific your instructions here, the better the assistant can focus its suggestions on emails that actually need your attention.
Getting Started
- Navigate to your account settings and open the Email Exec Assistant section.
- Locate the Personal Template settings panel.
- In the Monitored Keywords field, enter the keywords or phrases you want the assistant to watch for. Separate multiple entries with commas.
- In the Ignore Noise Notes field, describe the categories of email the assistant should deprioritize or skip entirely.
- Save your template. The assistant will begin applying your settings to incoming emails immediately.
Email Brief History
The Email Exec Assistant keeps a log of your recent runs, including failed runs with the reason they didn't complete. You can go back and review the exec briefs it generated in previous sessions. The run history page shows each past run along with the emails the assistant surfaced, the keyword matches that triggered each one, and any AI-drafted replies that were produced.
To access your run history, navigate to the Email Exec Assistant section in your account and select View brief history. From there you can browse past briefs, see which emails were flagged in each run, and revisit the suggested responses the assistant drafted at the time.
Run history is read-only. You can review past briefs and drafts for reference, but actions such as approving or sending a reply must be taken when the assistant surfaces a suggestion — not retroactively from the history view.
FAQs
Q: Which email providers are supported?
A: The Email Exec Assistant works with email accounts connected to Levitate via OAuth — currently Google (Gmail / Google Workspace) and Microsoft (Outlook / Microsoft 365). If your provider is not listed, contact your Success Manager.
Q: Does my template affect other users on my team?
A: No. Each user's template is personal — your Monitored Keywords and Ignore Noise Notes only apply to your own Email Exec Assistant. Other team members configure their own templates independently.
Q: Who can access the Email Exec Assistant?
A: The feature must be enabled for your account by your Success Manager. Once enabled, any user who has connected their email via OAuth can set up their personal template and start using the assistant.
Q: How many keywords can I add to Monitored Keywords?
A: There is no strict limit on the number of keywords you can enter. However, keeping your list focused on the terms most relevant to your work will help the assistant surface higher-quality suggestions rather than triggering on broad or generic matches.
Q: What happens if an email matches a keyword but also fits my Ignore Noise Notes?
A: The Ignore Noise Notes take precedence when both conditions apply. If you have instructed the assistant to filter out a certain type of email, it will respect that instruction even if the message contains a monitored keyword.
Q: Can I update my template at any time?
A: Yes. You can edit your Monitored Keywords and Ignore Noise Notes at any time. Changes take effect immediately for new incoming emails — the assistant does not retroactively re-evaluate emails that arrived before the update.
Q: Will the Email Exec Assistant send responses on my behalf automatically?
A: No. The assistant suggests AI-drafted responses for your review. You decide whether to send, edit, or discard each suggestion. Nothing is sent without your explicit approval.
Q: What happens if the assistant detects a phishing or fraudulent email?
A: The assistant will flag the email with a warning and will not draft a suggested reply for it. You'll see the email surfaced with a fraud indicator so you can decide how to handle it directly.