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Exec Meeting Prep Brief
Calendar → Airtable → AI → Slack

Every external meeting gets a one-page brief 24 hours ahead, with zero manual research.

24hBrief Lead Time
0Manual Lookups
~30mEst. Prep Saved / Meeting
The Problem

Challenge

  • Executives walk into external meetings without the context they need: who the person is, what's open, and what's at risk.
  • Pulling that context together by hand means digging through notes, trackers, and email for every meeting.
  • Prep happens late or not at all when the calendar is full, which is exactly when it matters most.
What I Built

How It Works

Step 1 · Trigger

Google Calendar

Fires 24 hours before any meeting with [Prep] in the title, so only tagged meetings run.

Step 2 · Lookup

Airtable

Finds the attendee by email in a Stakeholders table: role, relationship, priority, last touchpoint, open items.

Step 3 · AI

Brief Writer

Writes a one-page brief using only the record on file. Missing details are marked "Not on file," never guessed.

Step 4 · Deliver

Slack

Posts the brief to #exec-briefs, ready to read the day before.

Built as a Zapier Agent. All stakeholder records are fictional, with @example.com emails, so the build can be shared publicly.

The Output

What Lands in Slack

Brief Format

  • Who: one line on who they are and why they matter
  • Open items: each item, flagged if at risk
  • Talking points: 2 to 3 bullets

Judgment Built In

  • Watch out for: one sensitivity or blind spot
  • Ask these: 3 questions that show we did our homework
  • Prep tasks: anything to send before the meeting

Guardrails

  • AI uses only the record on file
  • Under 200 words, plain text, skimmable
  • Only meetings tagged [Prep] fire, so nothing runs by surprise
Why It Matters

The EBP Skill Behind It

The automation is the easy part. Deciding what an executive needs to know before a meeting, and what the AI should never guess, is the judgment I bring. This build turns the pre-meeting agendas I used to prepare by hand into a repeatable system.

Next Iterations

  • Web research on the attendee's company
  • Pull the last email thread with the attendee
  • Friday digest of next week's [Prep] meetings

Tools

Zapier AgentsGoogle CalendarAirtableSlackAI by Zapier
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