Virtual Assistant
Job Description
About Sapyen
Sapyen is a global healthcare technology company transforming access to male fertility diagnostics. Through our proprietary sample preservation technology, patients can complete comprehensive semen analysis from home and receive laboratory-grade results without attending a clinic.
Today, Sapyen partners with leading fertility clinics, laboratories, and healthcare providers across Australia, the United Kingdom, North America, and Europe.
As we continue to scale internationally, we are seeking an exceptional Executive Assistant to support the CEO and help drive operational excellence across the business.
About the Role
This is not a passive administrative role. We are looking for someone who takes ownership, anticipates needs, solves problems independently, and operates with urgency.
You will work directly with the CEO to manage schedules, travel, meetings, communications, research, and day-to-day operational priorities. You will be responsible for ensuring the CEO's time is allocated effectively and that important activities move forward without unnecessary friction.
The ideal candidate is highly organised, resourceful, detail-oriented, and comfortable working in a fast-moving startup environment.
Responsibilities
Executive Support
Manage the CEO's calendar across multiple time zones
Prioritise and coordinate internal and external meetings
Prepare daily, weekly, and travel schedules
Coordinate meeting agendas, materials, and follow-up actions
Assist with inbox management and correspondence
Draft professional emails and communications on behalf of the CEO
Travel & Logistics
Book domestic and international flights
Arrange accommodation, transfers, visas, and travel documentation
Prepare detailed travel itineraries
Coordinate conference attendance and event logistics
Manage last-minute schedule changes and travel disruptions
Meeting & Stakeholder Coordination
Coordinate meetings with customers, investors, suppliers, laboratories, clinics, and strategic partners
Schedule and manage video conferences and in-person meetings
Ensure all stakeholders receive relevant information ahead of meetings
Track actions, deadlines, and follow-up requirements
Research & Administrative Projects
Conduct research on prospective customers, investors, partners, suppliers, venues, hotels, and events
Prepare briefing notes and background information before meetings
Maintain databases, contact lists, and operational trackers
Support presentation preparation and document formatting
Assist with special projects as required
Personal Assistance
Coordinate restaurant reservations and hospitality arrangements
Manage bookings, appointments, and personal logistics
Arrange gifts, deliveries, and special requests
Assist with ad hoc tasks that improve efficiency and productivity
Requirements
3+ years' experience supporting senior executives, founders, or leadership teams
Ability to work across changing international time zones and schedules. The CEO is primarily based in Melbourne, Australia (AEST/AEDT), however the role will regularly involve coordinating activities across the United Kingdom (GMT/BST) and North America (ET/PT), including occasional out-of-hours support when required
Exceptional organisational and time-management skills
Strong written and verbal communication skills
Ability to manage multiple priorities simultaneously
High attention to detail
Strong problem-solving ability and sound judgement
Ability to work independently with minimal supervision
Comfortable operating across international time zones
Proficiency with Google Workspace, Microsoft Office, Zoom, Slack, and similar business tools
Preferred Qualifications
Startup or high-growth company experience
Experience supporting a founder or CEO
Experience coordinating complex international travel
Experience working with global teams
Healthcare, biotechnology, or technology industry experience
What Success Looks Like
The CEO's calendar is organised, prioritised, and optimised
Travel and logistics run seamlessly
Important meetings are coordinated without prompting
Follow-ups are completed consistently and on time
Problems are identified and solved proactively
The CEO can focus on high-value strategic activities rather than administration
Why Join Sapyen?
You'll work directly with the founder and leadership team of one of the fastest-growing companies in reproductive health. This role offers significant exposure to international business operations, healthcare innovation, strategic partnerships, fundraising, and company-building at a global scale.
To apply, please submit your resume along with a brief note explaining why you would be a strong fit for the role.
