If your evenings go to replies you meant to send, quotes you meant to follow up on and invoices nobody chased, an Executive Assistant AI agent can take the first pass.
Here's what this is: a done-for-you setup. I build an Executive Assistant AI agent inside your own AI account (ChatGPT, Claude or Grok) and connect it to your email, calendar and invoicing. It drafts. You approve anything before it goes out.
Setup from $3,500 + your AI subscription. Start with a free 30-minute fit call. If it's a fit, next is a 2-hour discovery session ($750, credited toward setup).
It drafts. Nothing goes out until you approve it.
Connects the way you already log in. No API keys, no developer setup.
It drafts. Nothing is sent in your name until you say so.
The setup, its instructions and the written guide live in your own AI account, which you control. The AI service itself stays with its provider.
One fixed-price setup. Hourly help afterward, only if you want it.
A sample morning for a small contractor: it sorts the inbox, drafts replies, proposes a time and drafts an invoice reminder. Nothing goes out until you approve it.
Actual Grok Bot interface using fictional data. Sample data. Fictional company. No sound.
These aren't trick questions. Take a second with each one.
And how often does that reply wait until you've had a chance to sit down?
Do you know the number without looking? Who is actually following up on them?
Site walks, inspections, supplier calls. How much of that back-and-forth is you?
Is it still sitting there? What happens if it sits another week?
Most owners can live with this for a while. The question is what it's costing: cash that waits because nobody chased it, jobs that go to whoever replied first, and the hours after dinner spent catching up. Only you know if that cost is worth fixing.
Same business, same customers. The difference is who does the first pass.
An illustration of a typical day, not a measured result. Your discovery session looks at your actual week.
Your Executive Assistant AI agent works in your email, calendar and invoicing app. Simple connections like Slack and Google apps (Drive and others) are included. In the discovery session, we'll decide which apps are part of your project.
It reads what came in, pulls out the few things that need you, and writes replies in your voice for you to approve.
You approve outgoing messages and bookings. You set the rules: no meetings before 8, travel time between sites, Fridays blocked.
It checks your invoicing app (QuickBooks Online, FreshBooks, Xero or another app we can sign into) for what's past due and writes a polite, specific reminder. It never touches your books or moves money.
Included in the setup: inbox sorting and reply drafts, scheduling help, and invoice and payment-reminder drafts.
Optional add-ons, quoted separately: other repetitive tasks that live in software you already use, like following up on quotes and estimates you sent, or collecting signed paperwork from subs or vendors.
Each add-on gets its own price and approval rules. Have one in mind? Bring it to the free fit call.
The agent can read and draft. Sending, booking and anything in your name waits for a yes.
An email, a request, a late invoice
A reply, an invite or a reminder
Or edit it, or skip it
In your name, the way you'd write it
The first call is free. You'll know the exact setup price before any setup starts.
A short call about your week and whether an assistant would help at all. If it wouldn't, I'll say so and we stop there.
A 2-hour working session on where your week actually goes: email, scheduling, invoicing, follow-ups. You leave with a written plan and a fixed setup quote.
I build your Executive Assistant AI agent in your own AI account, connect it to your email, calendar and invoicing, and set the approval rules with you. It's live in about 5 business days once access is in, including 1–2 days of testing on your real work, tuned daily. Then I train you and hand it over.
You get a written guide and you run it. Small adjustments in the first two weeks after go-live are included. After that, support is $250/hr, by email or booked time, only when you ask: Monday to Friday, 9 AM to 4 PM Central, with a reply within 72 business hours, usually sooner. Nobody is on call and there's no retainer.
Want every step, from the written scope to sign-off and final payment? See your setup, step by step.
If you answer the email, set the meetings and send the invoices yourself, this was built for you. Same foundation, set up for your industry's workflows and terms: who's emailing you, what gets scheduled and what goes unpaid.
Bids, subs, inspections and progress-payment invoices.
For contractors →Sponsors, travel, parts and the race calendar.
For race teams →Not on the list? It's a practical fit if you have recurring admin work, use common email, calendar and invoicing tools, and have someone to approve what goes out.
I've spent my career keeping other people's operations running: first a managed IT company looking after small businesses' email, accounts and systems, then race-team operations with Larry Pegram Racing.
I'm rolling out this same Executive Assistant setup as a pilot with Larry Pegram Racing right now, the same process I'll use with you. I also run a ranch near Bastrop, so I know what it's like when the office is wherever your phone is.
A free fit call, a $750 discovery session that comes off your setup, one fixed setup price, and optional hourly support. The full breakdown shows what you'd pay and when.
Find out exactly what you'd get and what it costs.
2-hour working session · credited toward setup within 30 days
Done for you: built in your AI account, tested and handed over.
One time · fixed quote · you own it
Most single-owner setups: $3,500–$5,000.
How you pay: 50% when you sign, 50% when the agreed scope is complete, minus your $750 credit.
Optional extras, quoted separately: custom add-on agents, like bid follow-ups or document collection.
Only when you want a change or a hand.
Optional · after the two-week window · no contract
Example: $3,500 setup + $30/month AI plan (Grok Bot Premium, paid to the provider). First-year example: $3,860. No monthly fee from Ai Agents On Staff.
Payment, cancellation, timing and sign-off are on the full cost breakdown. Something else on your mind? Email jonathan@aiagentsonstaff.com.
No. It drafts replies, invites and reminders. You approve anything before it goes out in your name or goes on your calendar.
No. It connects to your email, calendar and apps with the normal sign-ins you already use. No API keys, no code, no dashboards to learn. Day to day, you review its drafts in your AI app, on your computer or phone, and approve, change or skip each one. How often it checks, and whether it keeps working with your computer off, depends on the AI platform. See what day-to-day use looks like.
Grok Bot, ChatGPT or Claude, often whichever one you already use. For most owners I recommend Grok Bot on the Premium plan, $30 a month. ChatGPT Plus and Claude Pro are $20 a month. If you already pay for one, we can usually use it. It's in your name and you pay the provider directly. If a task needs a paid or bigger plan, I'll tell you before we build. We pick together in the discovery session.
Because it's real work: two hours going through your week, and everything we do in the session is yours to keep: the written plan, the fixed quote, and any connections or setup work we did to test things. Use it with or without me. If you go ahead with the setup within 30 days, the $750 comes off your final setup payment.
Before you sign off, we check it together on your real accounts, against the list we agreed in writing. If something on that list doesn't work, tell me and I fix it at no extra charge. The final 50% is charged only when the setup is accepted (how sign-off works). After go-live, you get two weeks of small adjustments included. If something we built stops doing what the scope says within 30 days of go-live, I fix that free too. Hourly support is for new tasks, new connections and changes you ask for.
It lives in your own account. The AI provider you choose processes what the agent reads and writes, under its own terms and the settings in your account. You choose what it can connect to, and you can disconnect it at any time. We sign a mutual NDA before we look at your business data. Any access I use during setup is removed at handoff, and you can change your passwords whenever you like. How your data is handled.
No pitch deck. We talk about your week. If an assistant would help, the next step is the 2-hour discovery session ($750, credited toward setup within 30 days).
What to bring: the tools you use for email, calendar and invoicing, one admin headache that keeps coming back, and a rough idea of how much of it there is. No inbox access needed.
Free 30-minute fit call · Tuesday to Friday · opens Google Calendar in a new tab, which shows times in your browser's time zone. Or call 425-922-4230.
