Overview
Executive Operations Assistant – New Ventures | Contractor | 2–3 days per week Jobs in Greater Melbourne Area at Virtus Health
Title: Executive Operations Assistant – New Ventures | Contractor | 2–3 days per week
Company: Virtus Health
Location: Greater Melbourne Area
Company Description Virtus Health is a leading global provider of assisted reproductive treatment and fertility care, uniting clinicians, scientists, researchers, nurses, and support professionals to deliver high-quality patient outcomes. As one of the largest integrated fertility practices in the world, Virtus Health is recognized for safe, effective, and evidence-based fertility treatment programs. The organization places strong emphasis on clinical excellence, scientific rigor, and robust quality and risk frameworks. Virtus Health is the largest provider of fertility services in Australia and continues to grow internationally across Ireland, Denmark, the UK, and Singapore under well-established local brands. Formerly listed on the ASX as the world’s first publicly listed specialist fertility network, Virtus Health was acquired by BGH Capital in 2022, supporting its continued growth and innovation.
Role Description
We are looking for an experienced, highly organised and detail-oriented Executive Operations Assistant to support the Head of New Ventures within a growing healthcare and technology organisation.
This is a contractor role, ideally suited to someone available 2–3 days per week on a face-to-face or hybrid basis.
The role is broad and hands-on, supporting the New Ventures function across executive administration, venture operations, finance administration, legal document coordination, internal documentation and portfolio-related workflows.
This is not a standard administrative role. The right person will have sound judgement, strong organisational discipline and the confidence to work across senior stakeholders, venture-related initiatives, finance processes, legal documents and operational systems.
Job description
The Executive Operations Assistant will work closely with the Head of New Ventures and broader internal teams to keep key workflows organised, documents up to date, invoices tracked, meetings coordinated and internal systems running smoothly.
The role offers exposure to venture creation, early-stage company development, portfolio operations, commercial partnerships and strategic initiatives. It would suit someone with prior experience in executive support, venture operations, legal administration, finance administration, portfolio operations, professional services or a similar business support role.
The successful candidate will be trusted with confidential information and expected to manage competing priorities with professionalism, discretion and attention to detail.
Key responsibilitiesExecutive and new ventures support
- Manage calendar scheduling, meeting coordination and follow-ups for the Head of New Ventures and broader team .
- Organise internal and external meetings with partners, portfolio companies, advisers and internal stakeholders.
- Prepare meeting agendas, notes, action lists and briefing materials.
- Help keep multiple venture-related priorities, workstreams and deadlines organised.
- Support correspondence and stakeholder coordination where required.
- Track open actions and ensure important follow-ups are progressed.
Venture and portfolio operations
- Support the day-to-day operating rhythm of the New Ventures function.
- Help coordinate documents, meetings, trackers and follow-ups across venture-related initiatives.
- Assist with internal processes and reporting across portfolio companies and emerging ventures.
- Maintain visibility across key priorities, milestones and deliverables.
- Support collaboration between New Ventures, finance, legal, commercial and operational teams.
- Help organise materials related to portfolio company governance, reporting and strategic planning.
Finance administration
- Collect, organise and track invoices and finance documentation.
- Liaise with suppliers, consultants, advisers and internal stakeholders regarding finance records.
- Support invoice workflows, expense documentation and payment tracking.
- Maintain finance folders, trackers and basic administrative records.
- Help improve finance administration processes over time.
Legal and document support
- Assist with legal, commercial and governance document preparation.
- Support formatting, proofreading, version control and document execution.
- Work with internal and external legal teams on contracts, templates and governance documents.
- Maintain organised legal document registers, contract records and document folders.
- Handle confidential legal, commercial and venture-related documents with care and discretion.
Operations and internal documentation
- Help create and maintain company handbooks, policies, SOPs and operating procedures.
- Improve internal templates, trackers and administrative systems.
- Organise company records and document repositories.
- Support internal workflows across New Ventures, operations, finance, legal and portfolio activity.
- Identify ways to make processes clearer, more efficient and easier to manage.
Required experience
We are looking for someone with prior experience in at least some of the following areas:
- Executive assistance or senior administrative support.
- Operations coordination or business process documentation.
- Finance administration, invoice management or expense tracking.
- Legal assistant, paralegal or contract/document support.
- Calendar and meeting management.
- Document formatting, proofreading and version control.
- Working with senior leaders, founders, investors, venture teams, legal teams or finance teams.
Skills required
- Strong preferance for Melbourne based candidates
- Excellent written and spoken English.
- Strong attention to detail.
- High level of confidentiality and discretion.
- Strong organisational skills.
- Ability to manage multiple priorities independently.
- Comfortable working with Google Workspace and/or Microsoft Office.
- Able to create clean, professional documents.
- Reliable, proactive and responsive.
- Comfortable working in a fast-moving business environment.
- Strong judgement and ability to know when to escalate issues.
Nice to have
- Experience working with startups, venture capital firms, venture studios, corporate ventures, healthcare companies, technology companies, legal teams, finance teams, investment teams or professional services firms.
- Familiarity with portfolio company reporting, contract management, board documents or governance workflows.
- Experience creating company handbooks, SOPs or internal operating manuals.
- Experience supporting founders, investors, venture teams or senior executives directly.
- Interest in healthcare innovation, technology, commercialisation or early-stage company development.
Working arrangement
This is a contractor role for approximately 2–3 days per week.
The role is intended to be face-to-face or hybrid, with regular in-person work with the Head of New Ventures and broader team.
There may be potential for the role to expand over time depending on fit, performance and business needs.
What we are looking for
We are looking for someone experienced, proactive, trustworthy and able to take ownership. The ideal person will not simply wait for instructions, but will help create structure, organise information, follow up on open items and improve the way the New Ventures function operates.
This person should be comfortable working across a broad range of responsibilities and should enjoy being close to venture creation, portfolio company development and strategic business-building.
To apply
Please provide:
- A short summary of your relevant experience.
- Examples of executive, finance, legal, venture or operations support you have provided.
- Your availability for a 2–3 day per week contractor role.
- Your location and ability to work face-to-face or hybrid.
- Your hourly or daily contractor rate.
- The tools and systems you are comfortable using.
- A brief explanation of how you would help keep a busy New Ventures function organised.
