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