Remote · CET hours · Full-time

Executive Assistant

OllyGarden runs lean, with AI agents doing much of our information work. This role owns what still needs a person: the execution and follow-through that keep the company running, from scheduling and finance operations to company events and paperwork. You will work closely with our CEO, Juraci Paixão Kröhling, and support the whole team.

What you’ll own

• Coordinate scheduling across time zones for company meetings, customer calls, and the CEO’s calendar, resolving conflicts and protecting focus time
• Organize team offsites, conferences, and community events, including travel, sponsor and speaker paperwork, attendee lists, venues, and restaurant bookings
• Run finance operations: match receipts to expenses, schedule contractor payments, chase failed vendor payments, and prepare document handoffs to our accountants
• Coordinate legal, board, and investor logistics: collect signatures and documents, track deadlines with counsel, and prepare materials for investor updates
• Send and follow up on what the team and our AI agents have prepared, and keep HubSpot and Linear current
• Answer or route administrative email and requests, closing the long tail of small tasks that keep a company running

Outcomes that matter

• No admin task sits overdue, and admin email gets an answer or a clear owner within one business day
• Company events and offsites run smoothly, from the first booking to the last receipt
• Meetings land on the right days, so the team’s deep-work time stays protected
• Drafts, follow-ups, and invoices go out on time, and our CRM and task tracker reflect reality

What we’re looking for

• Experience as an executive assistant or in operations at a startup or small company, without a large admin team behind you
• Fluent English and Brazilian Portuguese, required for regular communication with Portuguese-speaking customers, partners, and team members in Brazil
• Availability during agreed Central European working hours, with some regular afternoon overlap with the Americas
• Hands-on use of startup finance tools (Mercury, Brex, Expensify, Remote.com, or similar) and corporate travel tools (Navan or similar)
• Comfort working inside an AI-assisted workflow: you act on the drafts and queues agents prepare instead of redoing them by hand
• Discretion with confidential information, including compensation, investor, and legal matters

Bonus points

• German language skills
• Experience with HubSpot and Linear
• Experience working closely with a founder or a small leadership team
• A background in event or conference logistics

Interview process

Show us how you work

The process is short and practical. We want to see how you prioritize, communicate, and follow through when many small things compete for attention.

1. 01

   A conversation about the teams and people you have supported, the tools you use, and why OllyGarden interests you

2. 02

   A practical exercise with a realistic week of requests: scheduling conflicts across time zones, a team offsite to organize, receipts to match, and drafts waiting to go out

3. 03

   A working session with Juraci Paixão Kröhling on written communication, in English and Portuguese

4. 04

   Reference conversations focused on reliability, discretion, and follow-through

Ready to keep things moving?