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.
