Executive Assistant

About Oleve

Oleve is building a family of iconic consumer software products that enable everyone to live a better, more fulfilling, and more productive life. We're a small, focused team in NYC who've cracked the code on building and scaling products people actually want. We profitably serve 7M+ users globally and millions in revenue.

We're seeking a proactive and detail-oriented Virtual Executive Assistant to provide high-level administrative support to our co-founder and help streamline operations as we continue scaling our impact.

Responsibilities

• Manage and optimize executive calendar scheduling, including coordinating meetings across multiple time zones and prioritizing competing demands for time and attention
• Serve as the primary communication liaison, screening and prioritizing emails, calls, and messages to ensure efficient information flow and appropriate response timing
• Coordinate travel arrangements including flight bookings, accommodation reservations, ground transportation, and detailed itinerary creation for business trips
• Prepare comprehensive meeting materials, agendas, and follow-up summaries to maximize meeting effectiveness and ensure action items are tracked and completed
• Conduct research on potential partners, market opportunities, competitive landscape, and industry trends to support strategic decision-making
• Manage vendor relationships and coordinate with external service providers, negotiating contracts and ensuring deliverables meet company standards
• Organize and maintain digital filing systems, ensuring important documents are easily accessible and properly categorized for future reference
• Handle personal administrative tasks as needed to support work-life balance and overall productivity
• Assist with special projects including event coordination, process documentation, and operational improvements

Qualifications

• Minimum 2-3 years of experience as an executive assistant, virtual assistant, or in a similar high-level administrative role supporting senior executives
• Exceptional written and verbal communication skills in English, with the ability to represent the company professionally in all interactions
• You must be a resourceful, high agency person and demonstrate this through past work experiences you've had)
• Advanced proficiency in productivity tools including ChatGPT, Google Workspace (Gmail, Calendar, Drive, Docs, Sheets), Slack, Zoom, and project management platforms
• Strong organizational abilities with demonstrated experience managing complex schedules and competing priorities in fast-paced environments
• Proven track record of maintaining strict confidentiality and exercising sound judgment when handling sensitive information
• Self-motivated and proactive work style with the ability to anticipate needs and solve problems independently
• Reliable high-speed internet connection and dedicated home office setup to ensure consistent availability during business hours
• Availability to work during overlapping hours with US Eastern Time

Preferred Qualifications

• Previous experience supporting founders or executives at technology or consumer software companies
• Familiarity with CRM systems, customer support platforms, and basic marketing tools
• Experience with expense management, and basic bookkeeping tasks
• Accounting skills is a plus
• Bilingual capabilities (Portuguese/English) are a plus but not required

What We Offer

• Competitive compensation commensurate with experience
• Opportunity to work directly with leadership at a profitable, high-growth company
• Flexible remote work environment with emphasis on results over hours
• Collaboration with a close-knit team committed to building iconic software for the whole world