Virtual Assistant

Role Overview

This is not a traditional Virtual Assistant role. The position supports a high-growth medtech startup operating across Australia and New Zealand, focused on advanced healthcare innovation.

The successful candidate will act as an operational partner to the Founder/CEO, leveraging AI tools and pre-built workflows to support executive operations, investor coordination, document management, regulatory research, and internal communications.

This role requires strong judgment, high discretion, and daily use of AI tools to enhance productivity while ensuring accuracy through human oversight.

Key Responsibilities

Executive & Calendar Support

• Manage and triage CEO inbox using AI-assisted summaries and draft responses
• Coordinate global scheduling across multiple time zones
• Organize travel, accommodation, and conference logistics
• Prepare agendas, meeting notes, and track action items

Investor & Stakeholder Coordination

• Maintain CRM and investor databases
• Draft and refine investor communications, pitch materials, and follow-ups using AI tools
• Support due diligence documentation and data room management
• Track grants, deadlines, and funding submissions
• Follow up with investors and stakeholders to maintain momentum

Document Management

• Generate and maintain structured business documents using templates
• Ensure version control for regulatory, clinical, and commercial documentation
• Manage cloud storage systems (Google Drive or equivalent)
• Proofread and quality check external-facing reports and updates

Research & Reporting

• Conduct AI-assisted research on competitors, clinical trials, and regulatory updates
• Prepare briefing notes on industry stakeholders and conferences
• Support patent and prior art tracking
• Validate AI-generated outputs before external use

Administrative Support

• Manage expenses, receipts, and reimbursements
• Assist onboarding of contractors and advisors
• Manage subscriptions and vendor accounts
• Support LinkedIn and basic content drafting using AI tools

Requirements

Essential

• 2+ years experience in a Virtual Assistant, Executive Assistant, or similar role
• Daily experience using AI tools (e.g., ChatGPT, Claude, or equivalent)
• Strong ability to verify and correct AI-generated outputs
• Excellent written and spoken English
• High level of organization and attention to detail
• Ability to work independently in a fast-paced startup environment
• Strong confidentiality and discretion
• Proficiency in Google Workspace, Microsoft Office, and Slack
• Stable internet connection with backup option
• Willingness to sign NDA and IP agreement

Nice to Have

• Experience in healthcare, biotech, medtech, or pharma
• Familiarity with regulatory terms (FDA, TGA, ISO, clinical trials)
• Experience with CRMs (HubSpot, Salesforce, Airtable)
• Exposure to fundraising or investor relations support
• Familiarity with Notion, Asana, Trello, or similar tools
• Basic design skills (Canva or Adobe Express)

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