4 Tools We Set Up for You in Week 1 to Automate the Repetitive Admin

Founders don’t need more tools. They need the right ones — implemented quickly, integrated cleanly, and managed by someone who knows what they’re doing.

That’s exactly what we focus on in Week 1 of every EVA Works engagement. Rather than researching dozens of SaaS platforms or testing shiny new apps, we install a focused AI-powered tech stack designed to remove friction from your day — all operated by your Executive Virtual Assistant (EVA).

Here are the four tools we most often deploy during onboarding, and how they give you immediate time back.

1. AI Email Copilot

You don't need to write every email yourself — and with the right email copilot, you don’t have to.

We implement a tool like Serif, Superhuman, or Jace that works inside your existing inbox, allowing your EVA to:

• Draft responses for approval

• Summarize long threads

• Write follow-up emails based on voice notes, calendar events, or context

• Maintain tone and relevance without adding manual writing load

  
  

This becomes the daily workhorse of inbox delegation.

Why it matters: You still review what goes out — but you’re no longer writing every message from scratch.

2. Smart Scheduling

Once your EVA begins managing your calendar, we implement a scheduling tool that does more than just send links.

Calendly is ideal for external coordination — handling everything from prospect calls to client check-ins without the back-and-forth.

Clockwise is better for internal optimization — using AI to automatically protect focus blocks, reduce meeting conflicts, and adjust schedules as your day changes.

We pick the best tool for your workflow, and your EVA manages the setup and ongoing use.

Why it matters: Your calendar becomes structured and responsive — and you never have to send another “What time works for you?” email again.

3. Process Capture

The best way to delegate something once and never do it again? Record yourself doing it. Your EVA handles the rest.

We recommend:

• Scribe for auto-generating step-by-step guides based on your screen actions

• Loom for quick walkthrough videos or feedback replies

  
  

Whichever you choose, your EVA will organize, document, and build out internal SOPs using your input — so you never have to repeat instructions twice.

Why it matters: You save time and build operational memory at the same time — without formal training sessions or big documentation efforts.

4. Meeting Notetaker

Founders spend hours in meetings — and often lose track of action items, decisions, or even what was said. We solve this with a meeting notetaker tool that your EVA manages.

Depending on your style, we’ll implement:

• Fellow for structured agendas, collaborative notes, and action tracking

• Otter.ai or Fathom for real-time transcription and searchable summaries

  
  

Your EVA can turn raw notes into follow-ups, task assignments, or reports — often minutes after a meeting ends.

Why it matters: You leave every call with clarity, not just another Zoom recording you’ll never watch.

These Tools Work Because Someone Owns Them

On their own, tools like these just add to the pile. But when they’re integrated and managed by someone who understands your goals, they unlock real leverage.

That’s what your EVA does from the start:

• Selects the right tools for your workflows

• Sets them up quickly and correctly

• Manages daily usage, edits, and edge cases

• Trains new team members when needed

• Flags better solutions as your business evolves

  
  

You stay focused on leading. They handle the stack.

Further Reading

• How We Train Our VAs to Work Alongside AI — Not Against It

• Getting Started with a VA: The First 30 Days

• Managing a VA: Tools, Routines, and Boundaries That Work

• The Difference Between a VA and an EVA — and Why It Matters