AI Operations Agents
Personal AI Assistant
A Claude Code powered executive assistant that runs Tomide's entire operation, email, calendar, docs, projects, and decisions, from one command line.
Client — Tomide Williams (personal system)
01The brief
The problem
I run consulting, coaching, a job search, and several side projects at the same time, and I was losing real hours every week just switching between Gmail, Docs, Sheets, Calendar, and a dozen other tools to keep track of it all.
Every task started from the same blank page. I had to re-explain who I am, what I'm working on right now, and how I like things done, before any actual work could begin.
None of the individual tools were the problem. The problem was that no single system held the whole picture: my active projects, my priorities, my writing voice, and the specific rules I follow for things like keeping outbound email out of Gmail Promotions.
I needed an assistant that behaves like a real second brain, one that remembers everything between sessions and can actually act on my real systems, not just describe what I should go do.
02Implementation plan
From brief to build
How we turned the client's challenge into a system their team actually uses.
Give it memory
Built a persistent context system in Claude Code, project files for goals, priorities, active work, and a decision log, so every session starts with the full picture instead of a blank page.
Connect it to real work
Wired up a Google Workspace CLI for direct Gmail, Docs, Sheets, Calendar, and Drive access, plus MCP servers for ClickUp, Slack, GoHighLevel, and n8n, so the assistant can actually act, not just talk.
Encode the rules that matter
Hard-coded the rules that keep outbound email out of Gmail Promotions, the Drive delivery format for every deliverable, and the brand and tone guidelines, so output is usable on the first try.
Build it as skills, not one-off prompts
Packaged recurring workflows (social content, proposals, brand voice, weekly reports) as reusable skills, so the system gets faster and more consistent the more it's used.
03Before & After
What changed
Before
- Every task started from zero: re-explaining who I am, what I'm working on, and how I like things done.
- Context was scattered across Gmail, Docs, Sheets, and a dozen browser tabs, with no single place that knew the whole picture.
- Repeated workflows, outreach emails, reports, proposals, were rebuilt from scratch every time instead of getting easier.
- Switching between tools all day left less time for the consulting and coaching work that actually pays.
After
- One system holds the full context: active projects, priorities, decisions, and writing voice, ready at the start of every session.
- It reads and writes directly into Gmail, Docs, Sheets, Calendar, and Drive, so work gets done, not just described.
- Recurring workflows now run as reusable skills, each one faster and more consistent than the last time.
- Hours that went into repetitive coordination now go into the client work and coaching that actually pays.
04Why this approach
A general-purpose chatbot forgets everything the moment a session ends, which meant re-explaining the same context every single day.
Building this on Claude Code with persistent project files and direct tool access meant the assistant behaves like a real second brain. It remembers what matters, and it can act on live systems instead of only suggesting what to do next.
It also gets sharper over time. Every new rule, workflow, or piece of context that gets added makes the next session faster, not just this one.
05Impact & benefits
One system now runs the coordination work that used to eat hours every week, across consulting, coaching, and every side project at once.
Connected systems
25+
Context
Persistent across sessions
Manual re-explaining
Eliminated
No more re-explaining context at the start of every task.
Real actions on real systems, not just suggestions to copy and paste.
Recurring workflows get faster and more consistent the more they're used.
Less time on coordination, more time on billable client and coaching work.
One place that knows the whole business, instead of a dozen half-updated tools.
06Business outcomes
Business outcomes
Persistent project memory across every session, no context lost.
Direct read and write access to Gmail, Docs, Sheets, Calendar, and Drive.
Reusable skills that make recurring workflows faster over time.
Hard-coded delivery rules so output is usable on the first try.
One system covering consulting, coaching, and every side project.
Scales to new tools and workflows without starting over.
07Built with
Tools & capabilities
Claude CodeGoogle Workspace
n8n
GoHighLevelClickUp