AI Executive Secretary
AI executive secretary that asks before it acts
An AI secretary for one executive's calls, email and diary. It answers calls, takes messages, proposes meetings for you to authorise, drafts email for your approval rather than sending behind your back, and tracks every commitment in a follow-through ledger. Six channels, hard autonomy limits, full audit. In English and Arabic.
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Quick answer
What you get
Everything in one workspace
Today view
One screen for the day: an overview, the activity that has happened, and the decisions that are waiting for you. Nothing moves on a decision until you make it.
Missions with targets
A mission is a standing objective with a target and an explicit authorisation. The secretary works the mission inside the authority you gave it.
Commitments and follow-through
Commitments are created, confirmed, verified or renegotiated, and every one of them lands in a follow-through ledger. What was promised, and whether it happened.
People directory
A record per person with their history, relationship notes and a follow-up policy, so the third conversation starts where the second one ended.
Email that waits for approval
Connect Google or Microsoft. The inbox is ingested and triaged, and outgoing mail is submitted to you as a draft, with attachments, before anything is sent.
Calendar with authorisation
Availability and intents, then propose, authorise, confirm, reschedule and cancel. The authorise step is the one that keeps your diary yours.
Documents
A shared folder, document requests when you need something from someone, and one-time upload links for the people who should not get an account.
Six channels, validated
Voice, WhatsApp, SMS, email, calendar and documents, each validated before it is used, so a channel is either configured properly or it is off.
Authority and autonomy limits
You set what the secretary may do on its own and where it must stop and ask. The limits are configuration, not a prompt someone wrote once.
Stop, resume and kill switches
Stop it, resume it, or cut it off entirely. Blast-radius limits cap what a single mistake can reach before you notice it.
Instruction contracts
Standing instructions are recorded as contracts the secretary works to, so its behaviour is something you can read back rather than guess at.
Full audit and config export
Every action is auditable and the whole configuration exports, which is what a regulated business needs before it lets an agent touch a mailbox.
On the phone
What does an AI secretary do on your calls?
Voice is one of the secretary's six channels, and it runs on DialerBee's AI voice agent. That gives the phone side five jobs a good PA does every day.
Answering and screening
A number routed to the AI voice agent is answered by the persona you set. The caller says who they are and what they need, routine questions are answered from the knowledge base you upload, and only the calls that need a person go on to one.
Taking messages and callback requests
When you are not available, the agent takes the caller's name and number and records the request for a callback, as in the demo call below. Every AI call leaves a result with the recording, the transcript and the outcome.
Booking time with you
The voice agent checks free-busy on the connected Google or Microsoft calendar before offering a slot. On the secretary's calendar a request goes through availability and intents, then propose, authorise, confirm, so nothing lands in your diary you did not authorise.
Getting the caller to the right person
When a call needs a human, the agent hands off to one. Inbound numbers can also be routed to a queue, a person or an IVR flow, so a caller who should reach your team does not have to go through you.
Callbacks and follow-up
The agent can place an AI callback itself, so a promise made on the first call is kept, and send the confirmation by SMS or WhatsApp afterwards. On the secretary side, a promise becomes a commitment in the follow-through ledger.
Hear it take a message and a callback request
AI voice agent demo — simulated caller · English · 70 seconds
The production voice agent, Layla, answers questions for a fictional clinic, then takes the caller's name and records a callback request for the team. The caller is a synthetic voice; there is no real call or customer. It shows the voice agent the secretary runs on, not an executive's own configuration. Read the transcript.
Choosing
AI secretary vs human PA vs AI receptionist
The short version: a receptionist is a business's front line, and a secretary works for one person. If you need every caller to your main number answered, booked and passed to staff, you want the AI receptionist. If you need one executive's calls, inbox and diary handled, with nothing sent or booked without their say-so, you want the secretary.
| Human PA | AI receptionist | AI secretary (DialerBee) | |
|---|---|---|---|
| Who it works for | One executive, sometimes a small team | The whole business: every caller to the main number | One executive or a small team |
| Calls | Answers when at the desk | Answers the business number, books customers, hands off to staff | Answers calls routed to it, takes messages, hands off to a person, places callbacks |
| Reads and drafts, with judgement | Not its job | Ingests and triages a Google or Microsoft inbox; drafts wait for your approval | |
| Your diary | Knows your priorities | Books customers into the business calendar after a free-busy check | Availability and intents, then propose, authorise, confirm, reschedule or cancel |
| Promises made for you | In their head or their notes | A call result with recording, transcript and outcome in the CRM | Commitments created, confirmed, verified or renegotiated, in a follow-through ledger |
| Limits | Trust built over time | Guardrails, catalogue-only prices, kill switches | Authority and autonomy limits, blast-radius limits, stop, resume and kill switches |
| Languages | Whatever they speak | Arabic dialects plus 10 more languages | English and Arabic |
| Cost basis | A salary | $0.60 per started connected AI minute plus a Professional seat | AI minutes at the same published rate plus a seat; confirm the full price on a demo |
A human PA still wins on judgement, relationships and anything sensitive. The AI secretary is strongest as the layer that never misses a call, never sends unapproved mail and never forgets a commitment, with a person deciding the things that matter.
Cost
How much does an AI secretary cost a month?
The calls run on the AI voice agent, which has a published price: $0.60 per started connected minute on managed AI, added to a Professional plan at $129 per agent per month. Here is one executive's month at that rate.
Calls a month
150
AI minutes (2 per call)
300 × $0.60 = $180
1 Professional seat
$129
Total a month
$309
An example, not a quote. The seat is for the person who takes the handovers, such as the executive's assistant or chief of staff. Carrier minutes are billed by your carrier, taxes are excluded, and annual billing saves 20% on seats. With your own model keys, a flat monthly fee replaces the per-minute AI rate. This covers the published components only: confirm the full Executive Secretary price, including email, calendar and documents, on a demo. See pricing and how to work out AI voice agent cost per call.
Privacy and VIPs
Is an AI secretary safe with your inbox and your VIPs?
Privacy
- Nothing leaves your mailbox without approval: drafts, with attachments, wait for you.
- Every action is audited, and the whole configuration exports for review.
- One-time upload links let outsiders send documents without being given an account.
- Data is encrypted in transit and at rest, and each tenant is isolated with row-level security.
- Recordings are served through signed links that expire after an hour, with retention set per tenant.
- Customer call data is not used to train shared cross-tenant models by default. Read the trust page.
VIP handling
- The people directory keeps a record per person: history, relationship notes and a follow-up policy.
- Standing instructions, including how specific people are treated, are recorded as instruction contracts you can read back.
- Authority and autonomy limits decide where the secretary must stop and ask you.
- A call that needs a person is handed to one, and a meeting request still needs your authorisation.
- Number exceptions list the numbers an AI agent must never dial.
Test your own VIP rules on a demo before you rely on them: call in as a key client and check what happens.
Missions and commitments
It tracks the promise, then checks it happened
Most assistants stop at scheduling. The Executive Secretary works missions: a standing objective, a target, and an authorisation that says how far it may go on its own.
Along the way it records commitments. A commitment is created, confirmed, verified or renegotiated, and all of that lands in a follow-through ledger. Six weeks later the question is not what everyone remembers. It is what the ledger says.
- Missions carry a target and an explicit authorisation
- Commitments created, confirmed, verified or renegotiated
- A follow-through ledger over all of them
- A people directory with per-person history, relationship notes and a follow-up policy
Email, calendar, documents
Drafted for you, sent by you
Connect the executive's mailbox through Google or Microsoft. The secretary ingests and triages the inbox, and when it writes, it submits a draft with its attachments for approval. It does not send on your behalf until you say so, and the audit trail records what was drafted, what was approved and what went out.
The calendar works the same way: availability and intents, then propose, authorise, confirm, reschedule or cancel. Documents live in a shared folder, with document requests and one-time upload links for people who should never need an account.
- Google or Microsoft mailbox connection, with inbox ingest and triage
- Drafts submitted for approval before sending, attachments included
- Calendar availability and intents, then propose, authorise, confirm, reschedule, cancel
- Shared folder, document requests and one-time upload links
- An audit trail across all of it
Control
The limits are the product
Nobody hands an AI their inbox and their diary on trust alone. So the controls are not an afterthought here. You set authority and autonomy limits that say what the secretary may do alone and where it must come back to you.
You can stop it and resume it. There are kill switches. Blast-radius limits cap how far any single action can reach. Standing instructions are recorded as instruction contracts you can read back, every action is audited, and the entire configuration exports for review.
- Authority and autonomy limits set per executive
- Stop, resume and kill switches
- Blast-radius limits on what one action can touch
- Instruction contracts you can read back
- Full audit and configuration export
How it compares
| A general AI assistant | DialerBee AI Executive Secretary | |
|---|---|---|
| Sending email | Sends on your behalf and tells you afterwards | Submits a draft with attachments for approval; you send |
| Booking your time | Writes to the calendar | Availability and intents, then propose, authorise, confirm, reschedule or cancel |
| Keeping track of promises | Whatever is in the thread | Commitments created, confirmed, verified or renegotiated, in a follow-through ledger |
| Limits | A system prompt | Authority and autonomy limits, blast-radius limits, stop, resume and kill switches, instruction contracts |
| Proving what it did | Chat history | A full audit trail and a configuration export |
| Channels | Chat, and whatever plugs in | Voice, WhatsApp, SMS, email, calendar and documents, each validated |
Frequently asked questions
What is an AI secretary?+
An AI secretary handles the calls, email and diary of one executive or a small team: it answers, takes messages, proposes meetings and follows up, and it comes back to you for the decisions. DialerBee's AI Executive Secretary does this across six channels, voice, WhatsApp, SMS, email, calendar and documents, running on the platform's AI voice agent stack as the Executive Layla agent, and it opens on a Today view with the decisions waiting for you.
What is the difference between an AI secretary and an AI receptionist?+
Who it works for. An AI receptionist is a business's front line: it answers the main number for every caller, books customers into the business's calendar and hands calls to staff. An AI secretary works for one executive or a small team: their calls, their inbox, their diary and the promises made on their behalf. On DialerBee the AI Receptionist is the AI voice agent on your business number; the AI Executive Secretary adds the mailbox, the calendar authorise step, missions, commitments and autonomy limits.
Can an AI secretary answer my phone calls?+
Yes. Voice is one of the secretary's six channels, and it runs on DialerBee's AI voice agent, which answers inbound calls routed to it from a number, answers questions from a knowledge base you upload, takes a callback request, books after a free-busy check, hands the caller to a person and follows up by SMS or WhatsApp. Changes to your diary go through the calendar's authorise step, so your diary stays yours.
Will it send email without me seeing it first?+
No. The mailbox is connected through Google or Microsoft, the inbox is ingested and triaged, and anything the secretary writes is submitted to you as a draft, attachments included, for approval before it is sent. The audit trail records what was drafted, what was approved and what went out.
How much does an AI secretary cost?+
The published component is the AI voice agent rate: $0.60 per started connected minute on managed AI, added to a Professional plan at $129 per agent per month. For example, 150 calls a month at 2 minutes each is 300 minutes, or $180, plus one Professional seat, about $309 a month before carrier minutes, which your carrier bills. With your own model keys a flat monthly fee replaces the per-minute rate. Confirm the full Executive Secretary price on a demo.
How do I limit what it can do on its own?+
Through authority and autonomy limits, which you configure rather than write into a prompt. There are also blast-radius limits capping what any single action can reach, stop and resume, and kill switches. Standing instructions are recorded as instruction contracts you can read back at any time.
What languages does it work in?+
English and Arabic. That is narrower than the DialerBee platform, which handles 11 languages, so it is worth confirming the languages your counterparts actually correspond in before you roll it out.
Can I prove what it did, months later?+
Every action is auditable and the full configuration exports, so you can show both what happened and the limits it was operating under at the time. For a regulated business that combination is usually the condition of letting an agent near a mailbox at all.
See the secretary take a call, propose a meeting and wait for approval
A 30-minute walkthrough on a demo tenant, in English or Arabic.