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Enterprise AI assistant

A company AI assistant with 5 access tiers, answering in 15 seconds instead of 4 minutes

One assistant for the whole staff. What it can see and do depends on who is asking, checked twice.

Client
A 15,000-acre New Mexico land and hospitality operator
System
Company Assistant
My role
Design, build, and run
When
Oct 2026
Assistant workflows, sample data
Sample dataGuided workflows with steps on the left and the assistant on the right.

01 / Problem

What wasn't working.

Staff wanted to ask questions and get work done in plain language. An assistant with access to everything is a liability. One with access to nothing is useless.

02 / Approach

What I built.

  1. 01

    5 tiers that follow company roles. Scope ceilings: Staff 15, Manager 38, Admin 42, out of 70 scopes over 181 operations.

  2. 02

    Tools are filtered when the assistant looks them up and again when it calls them. Outside your access means outside your access.

  3. 03

    Reads full PDFs with OCR in English and Spanish, edits spreadsheet cells, searches company knowledge, and can operate the person's own PC.

  4. 04

    Answers about its own abilities come from a catalog, not from probing tools.

Assistant capabilities, sample data
Sample dataWhat the assistant can do for this person, with locked items shown.
Assistant activity, sample data
Sample dataCurrent, queued and failed assistant jobs.

03 / Architecture

How the pieces connect.

ClaudeMCPn8nConvex queueHybrid search (e5 + BM25)Node runtime
allowlistWeb chatEN / ESQueueConvexAssistant runtimePolicy snapshot5 tiersToolsAPI, PDFs, PCKnowledge indexchecked callWeb chatEN / ESQueueConvexAssistantruntimePolicysnapshot5 tiersToolsAPI, PDFs, PCKnowledgeindex
People / UIServiceAIData

04 / Result

15 s

answer time, down from 4 minutes. The 'what can you do' answer went from 4 minutes 7 seconds and 23 tool calls to about 15 seconds and none. Knowledge search hits 51 of 51 test questions in the top 3. 110 web tests; 14 of 14 hourly checks pass.

Tiered access

Permissions follow the person, not the chat window.

Double check

Filtered at discovery and at call time.

Knowledge search

Hybrid search, 5 to 40 ms per query.

Routines

10 saved routines staff start with one tap.

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Next step

Tell me what isn't working.

A 30-minute call. You describe the problem, I tell you straight whether it's worth fixing and roughly what it costs.

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