LIVE WORKSHOP · 10 MINUTES

Building Your Gemini
Executive Assistant

Automate your morning mental load using Gemini's Google Workspace integration. One prompt. Your inbox, calendar, and priorities — handled.

🤖 AI Agent Type 1 — Basic Agent with Tools  ·  Single Agent · External Integrations  Learn more →
4Phases
10Minutes
1Briefing
∞Daily
Phase 1 — Engine Check
→
Phase 2 — Magic Prompt
→
Phase 3 — Live Refinement
→
Phase 4 — Automation
Progress
0%
Welcome ⏱ Read before starting

Building Your Gemini
Executive Assistant

In 10 minutes you'll build an AI Agent Type 1 — a single agent with direct external tool integrations — that reads your Gmail, checks your calendar, and delivers a prioritized morning briefing every day.

🤖 What is an AI Agent Type 1?

A Basic Agent with Tools — a single AI model connected directly to external services (Gmail, Calendar, Drive). It doesn't orchestrate other agents. It uses tools itself to fetch data, reason about it, and take action. Gemini's Google Workspace extensions are the perfect example. See all 7 Types of AI Agents →

What you'll build in 4 phases
🔌
Phase 1 — Engine CheckConnect Gemini to Gmail, Calendar, and Drive (2 min)
✨
Phase 2 — Magic PromptBuild your personalised morning briefing prompt (3 min)
🎛️
Phase 3 — Live RefinementTune Gemini's output style and filtering rules (3 min)
⚙️
Phase 4 — AutomationSchedule daily briefings and pin to Chrome sidebar (2 min)
What you need
  • ✓
    A Google account — Workspace or personal Gmail
  • gemini.google.com open in another tab, ready to go
  • At least a few unread emails and calendar events from today to test with
⚡

Hit "Begin Sprint" to start the 10-minute countdown. This is fast — each phase is 2–3 minutes. Stay in flow and you'll have a running daily assistant before the timer ends.

Step 1 of 5 🔌 Phase 1 — Engine Check ⏱ 2 minutes

Connect Gemini to
Your Workspace

Before Gemini can read your emails or calendar, you need to enable its Google Workspace extensions. This is a one-time setup — 4 clicks and you're done.

🔒

Privacy first: Your Gmail, Calendar, and Drive data is private to your account. It is not used to train Google's public models when accessed through Workspace extensions. Gemini processes it in the moment to answer your query — nothing is stored or shared.

4 steps to enable extensions
  • 1
    Go to gemini.google.com and sign in with your Google account.
  • 2
    Click the Settings gear icon in the top-right corner of the Gemini interface.
  • 3
    Select Extensions from the settings menu.
  • 4
    Toggle ON the Google Workspace extension — this gives Gemini access to Gmail, Google Calendar, and Google Drive simultaneously.
Verify it's working
  • I can see the Google Workspace toggle and it is now ON
  • When I type "@Gmail" or "@Google Calendar" in Gemini, it auto-suggests those sources
  • I understand my data stays private and is not used to train public models
💡

Why this matters for AI Agent Type 1: Enabling extensions is what turns Gemini from a chatbot into an agent. It now has tools — the ability to read external data sources and take actions on your behalf. That's the core architecture of a Type 1 agent.

Step 2 of 5 ✨ Phase 2 — Magic Prompt ⏱ 3 minutes

Build Your Morning
Briefing Prompt

This is the core of your executive assistant. Copy the prompt below, fill in the one bracketed field, and paste it into Gemini. This single prompt replaces 30–45 minutes of manual morning triage.

How to use this prompt
  • 1
    Click "Copy Prompt" below, then switch to your Gemini tab.
  • 2
    Replace [Insert Project Name] with a real project you're working on — e.g., "Q3 Planning" or "Product Launch".
  • 3
    Paste and send. Gemini will use @Gmail and @Google Calendar to pull live data from your account.
  • 4
    Wait for the full briefing — it typically takes 10–20 seconds. Don't interrupt it partway through.
Your morning briefing prompt — copy and send to Gemini
MORNING_BRIEFING.txt — Paste into Gemini (replace [Project Name])
Act as my Executive Assistant. Run a morning briefing for today using @Gmail and @Google Calendar: 1. Filter: Read unread emails from the last 24 hours. Ignore newsletters and automated alerts. Highlight only urgent requests and direct messages from real people. 2. Prioritize: Flag any meeting that includes external guests (non-company email addresses). These need extra prep. 3. Deep Work: I need a 3-hour focus block for [Insert Project Name]. Analyze my calendar and tell me where that block fits today — or which internal meetings I should consider moving to make it happen. 4. Prep: For every meeting today, give me one "Action Note" — one sentence on what I need to do or know before it starts. 5. Final Step: Format all of the above as a clean email and send it to me.
What to expect from Gemini
Email section
Filtered list of urgent emails with sender name, subject, and a 1-sentence summary of what they want from you.
Calendar section
Today's meetings with external guest flags and a suggested 3-hour deep work window based on your actual schedule.
Action notes
One prep item per meeting — context, what to decide, or who to follow up with beforehand.
Email draft
A complete briefing email sent to your own inbox — ready to forward or reference throughout the day.
✅

Once Gemini returns your briefing, read it quickly. Notice what's right and what's off — that's what you'll tune in Phase 3. Come back here and click Next when you have output.

Step 3 of 5 🎛️ Phase 3 — Live Refinement ⏱ 3 minutes

Tune Your
Executive Assistant

Gemini's first output is rarely perfect — and it doesn't have to be. Use these follow-up prompts to shape exactly how your assistant thinks, formats, and filters. Pick the ones that match what you noticed.

🎯

How refinement works: Each follow-up prompt you send in the same conversation teaches Gemini your preferences for this session. In Phase 4 you'll learn how to lock these preferences in permanently so you never have to repeat them.

Follow-up refinement prompts — click to copy individually
1
"That was too wordy. Next time, use a table format for the calendar section and bullet points for emails. Keep each item to one line."
2
"Ignore all emails from [Specific App Name or Sender — e.g. 'Salesforce notifications' or 'noreply@github.com'] — they are never urgent and should be excluded from every briefing."
3
"If I have a gap of less than 30 minutes between meetings, label it as 'Transition Time' and don't count it as available focus time when recommending my deep work block."
4
"For external meetings, also include the company name of the guest if it's in the calendar event description. This helps me prep faster."
5
"Start every briefing with a 2-sentence 'Situation Summary' — what's most urgent today in one sentence, and what my biggest time block opportunity is in one sentence."
Refinement best practices
  • ✓
    Be specific about senders and apps you want filtered. "Automated alerts" is vague — "Jira notifications, GitHub PR alerts, and Datadog emails" is precise.
  • ✓
    Describe format preferences visually. "Use a table" or "bullet points, one line each" gives Gemini a clear structural target.
  • ✓
    Use 2–3 follow-up prompts max in your first session. Too many changes at once makes it hard to see what's improving.
Step 4 of 5 ⚙️ Phase 4 — Automation & Habits ⏱ 2 minutes

Schedule It Daily &
Pin to Chrome

Gemini works best when it's part of your daily rhythm — not something you have to remember to open. These two steps turn your one-time briefing into a fully automated morning habit.

Step 1 — Schedule your daily briefing
SCHEDULE_TRIGGER.txt — Send to Gemini to automate
Schedule this exact morning briefing to run every weekday at 7:30 AM and send the results directly to my email. Use the same format and filtering rules we just set up in this conversation. If I'm unavailable or there's nothing urgent, still send the briefing — I want it as a consistent daily habit even on quiet days.
Step 2 — Pin Gemini to your Chrome sidebar
  • 1
    Look for the Side Panel icon in your Chrome toolbar — it looks like a small panel on the right side of the address bar.
  • 2
    Click it and select Gemini from the panel options.
  • 3
    Pin the panel so Gemini stays open as you browse. You can now "reload" your briefing at any point while inside Gmail or Google Calendar — without switching tabs.
  • 4
    Test it: open Gmail, then trigger your briefing from the sidebar. This is your daily workflow.
Why this changes your morning
Before
Open inbox, scroll through 40+ emails, open calendar, try to remember what needs prep, start work 45 minutes behind.
After
Briefing email arrives at 7:30 AM. Open it. Know exactly what's urgent, what meetings need prep, and where your focus block is. Start work immediately.
🏆

You've just built a live AI Agent Type 1 — a single Gemini agent using Gmail, Calendar, and Drive as external tools, with a scheduled trigger and a persistent Chrome sidebar interface. This is real automation, not a demo.

🎉

Workshop Complete!

Your Gemini Executive Assistant is live. Here's what you built and automated in 10 minutes:

4Phases Done
1AI Agent
DailyBriefing
10Minutes
Your reusable Gemini assistant toolkit
📧
Morning Briefing PromptReuse it every day — or refine it further as your workflow evolves
🎛️
Refinement LibraryThe 5 follow-up prompts work for any new Gemini session — not just today's briefing
⏰
Scheduled TriggerDaily 7:30 AM briefing lands in your inbox before you even open Gmail
📌
Chrome Sidebar PinGemini stays open as you work — re-run your briefing anytime from inside Gmail or Calendar
Go deeper — what to try next
  • 🚀
    Add Google Drive to the prompt — "Also check Drive for any documents shared with me in the last 24 hours that are marked urgent."
  • 🤝
    Share this workshop with your EA or Chiefs of Staff — a shared morning briefing format aligns your whole team's priorities from day one.
  • 📈
    Upgrade to AI Agent Type 2 with MCP servers — connect Jira, Slack, and Salesforce to your agent for a full cross-platform command center. See all 7 Agent Types →
💙

Built by TeamCal AI — AI-powered scheduling trusted in 90+ countries. Meet Zara, your AI executive scheduling partner at teamcal.ai/getzaraai →

Welcome — Read Before Starting Gemini Executive Assistant Workshop