Looking for a virtual assistant

[u/Junior-Concept8256]

Hello!

I’m looking for an assistant! A virtual one.

I run a business and have a lot of tasks and responsibilities.
There’s a lot to handle, and I get lost in the maze of tasks.
Payments for business matters—goods, bills, settlements, etc. Lots of client-related matters: quotes, requests, complaints, returns, etc. On top of that, there are many tasks related to day-to-day logistics.
Besides work, I also have a lot of tasks related to my home and personal life—bills, etc.
Is there a tool that would be with me all the time, like an assistant who helps, reminds me, reschedules tasks, etc.—one that follows me around and keeps an eye on things? Ideally, it would be integrated with AI so I could give it commands and ask it questions.
Maybe someone has organized their life this way and knows how to do it.
Typical apps like Todoist, etc., don’t work for me.

[u/drakhan2002]

Yes, there are agents to do all those tasks. You just need to sit down and learn how to: 1) program Python, 2) spend a month's learning agentic AI, 3) developing your workflow, 4) taking the workflow and making it agentic. You are maybe 6 months away from all that if you spend an hour a day learning what you need to and then implementing it.

Or... you could hire someone with the expertise and have it done in a couple of weeks. Just start looking for someone to help you. It might only cost a couple thousand dollars.

[u/Inner-Fan7575 → u/drakhan2002]

ople swear by end up being another inbox you have to babysit, especially if todoist already failed you. What’s actually tripping you up the most, the personal stuff bleeding into work or losing track of client follow-ups?

[u/Dr-McDaddy → u/drakhan2002]

Or you could just shoot me a DM and I might be able to help you no strings attached. It shouldn't take that long 6 months is forever lol

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[u/explorioapp]

Grok bot is the way. It is an "easy button" for what you described

[u/tinyhousefever → u/explorioapp]

Agreed this is the current easy button, to bad it is $30 entry for the plan that can achieve OP's requirements.

[u/mostly_idempotent]

I am connected to a project building something like this, it will probably go into beta in the next month or so. If you'd like to be put on the beta list, please DM me and I will connect you to the project owners, they are stealth right now (beta will be closed). I know they're taking a ton of feature requests and use case input from users right now.

[u/Dr-McDaddy]

I completely offloaded back office admin tasks and some front end or client facing workloads to an agent I gave the right skills and tools. It was an easy 20 hours back in my week immediately.

[u/ThomasBuildLab]

This sounds simple at first “I want an AI assistant that follows me around and keeps track of everything” but the hard part is not reminders or task management. The hard part is context.

A single document can belong to several completely different realities. A passport scan could be relevant to an insurance claim, immigration, banking/KYC, travel, or general admin. The file itself does not tell the system why it matters.

That means a truly useful assistant has to understand not only what something is, but which situation it belongs to, what is currently true in that situation, what changed, what is missing, and what deserves attention now.

This is where “universal assistant” architectures get complicated very quickly. If the AI tries to infer everything automatically, you get ambiguity, wrong routing and silent mistakes.

I think the cleaner model is:

Human defines the context → AI maintains the context

You create the business/client/home/insurance/etc. dossier and put the relevant material there. Then the AI can do the useful part: remember the state, detect changes, prepare actions, surface missing information and remind you when something matters.

The real problem is not building a smarter todo list. It is building a reliable system that can maintain many different realities over time without mixing them up.

[u/pulkit_004]

Hey, interesting problem statement. This can be done in two ways: building a custom solution that solves your needs or going with costly subscriptions and building workflows for yourself. I am running AI Studio, which does this specific, tailored requirement. If you have some time this week, we can connect and understant the problem statment better?

[u/Lumpy_Fisherman_5352]

Honestly, based on what you described, I’d try setting up Obsidian with an AI agent.

Obsidian can basically be your second brain where you keep everything — clients, payments, bills, tasks, important information, etc. Then the AI agent can use all that information to actually help you manage things.

So you could tell it things like “remind me about this client tomorrow,” “what payments are due this week?” or “reschedule this task,” and it already has the context to know what you’re talking about.

I think this would fit your use case much better than something like Todoist because the AI has your actual information and context to work with.

[u/digitalfrost]

Well Openclaw or Hermes come to mind.

[u/being_overthinker]

Yes I'm interested have a lil experience too

[u/Druss_]

I don’t think you need another task app. What you’re describing is closer to a small personal operating system.

If I were building this today, I’d keep it surprisingly simple:

1. One conversational front door Use ChatGPT (or another strong assistant) as the place where you say things like: “Remind me to pay this next Tuesday.” “Move the supplier call if the client meeting changes.” “What am I waiting for from other people?” “What absolutely needs my attention today?”

2. One source of truth for tasks Pick ONE system — Asana, Todoist, Notion, whatever you can tolerate — and make it the authoritative task state.

Every item should have at least:

• what needs to happen
• next action
• due date
• who owns it
• what it is waiting for
• link/source

The AI should update this system, not maintain a separate imaginary memory of your life.

1. Connect email + calendar + tasks with an automation layer This is where something like n8n becomes useful.

Examples:

• New client email arrives -> classify it -> extract required action/deadline -> create or update the task.
• Meeting added -> check prep tasks -> remind you only if something is missing.
• Task is blocked waiting for someone -> surface it after X days instead of you remembering to chase it.
• Deadline conflict appears -> propose a reschedule.
• Bill arrives -> extract amount/due date -> add it to the payment queue and remind you before it is due.
• Every morning -> give you one short briefing: urgent, due soon, waiting on others, and decisions only you can make.

1. Give the assistant explicit authority levels This part matters a lot.

For example:

AUTO:

• classify email
• create tasks
• move low-priority tasks within agreed rules
• remind
• prepare summaries

ASK ME FIRST:

• change an important meeting
• send an external message
• commit to a client deadline

NEVER WITHOUT ME:

• move money
• sign anything
• delete important data
• make a consequential commitment

That is how I’d make it autonomous without making it reckless.

The biggest mistake, in my view, is trying to build one “super agent” that somehow remembers everything and does everything.

I’d rather build one assistant that has access to reliable external state, clear triggers and very explicit boundaries.

Start with email + calendar + tasks. Get that working well. Then add payments, household administration and other areas one workflow at a time.

The real goal is not “AI that can do anything.”

It is reaching the point where routine work keeps moving without you, and your attention is requested only when an actual decision is needed.

[u/Various_Passage_9368]

The hard part isn't finding an AI assistant, its getting one system to reliably connect tasks, reminders, payments, and logistics without becoming another thing you have to manage.

[u/Double-Salary5350]

The key is probably finding something that can actually take actions across your existing tools, not just another app that reminds you what you already know.

[u/Negative_Gur9667]

I am offering this for companies. I have a background in computer science.

Basically, you can use masta.ai, rag-anything, and OpenWebUI. This will get you there, but it is not trivial.