About Overture Life

Today, fertility clinics help people make babies. But one of the bottlenecks of fertility is the embryology lab. It is an extremely laborious manual process, as embryos are made by hand. At Overture we are automating the embryology lab in order to make IVF more available, affordable and reliable. Overture is a global start up with offices in US, UK and Spain which aims to revolutionize embryology.

Job brief

As a Personal Assistant you will provide comprehensive administrative support to the CEO and oversee the administrative activities of the office in Madrid, ensuring smooth operations on a day-to-day basis.

Responsibilities:

Schedule Management:

• Coordinate and manage calendars, including meetings, appointments, and travel arrangements.
• Prioritize conflicting demands and ensure timely reminders for important events.
• Liaise with internal and external stakeholders to schedule meetings and appointments, including across different time zones.

Travel Planning:

• Arrange detailed travel plans, including flights, accommodations, transportation, and itineraries.
• Handle visa applications, travel insurance, and other travel-related documents.
• Coordinate and manage travel schedules, ensuring smooth logistics and addressing any issues promptly.

Communication Handling:

• Draft, proofread, and edit documents, letters, and reports with exceptional English writing skills.
• Filter and prioritize communications, ensuring urgent matters are promptly addressed.

Administrative Support:

• Organize and maintain files, records, and confidential information.
• Coordinate logistics for events, conferences, and travel arrangements.

Information Management:

• Maintain an efficient filing system for documents, contacts, and other relevant information.
• Conduct research on relevant topics and compile reports or summaries as required.

Qualifications:

• Proven experience as a Personal Assistant or similar role, preferably in a corporate or executive environment.
• Exceptional organizational and time-management skills, with the ability to multitask and prioritize effectively.
• Excellent communication and interpersonal abilities, with a professional and diplomatic demeanor.
• Proficiency in using productivity tools such as MS Office Suite, email clients, and scheduling software.
• Discretion and confidentiality in handling sensitive information and matters.
• Resourcefulness and problem-solving skills, with the ability to adapt to changing priorities and requirements.
• A proactive and self-motivated approach, with a strong sense of responsibility and initiative.
• Bachelor’s degree in business administration, management, or related field (preferred but not mandatory).
• Excellent English writing and communication skills.
• Flexibility in working hours and availability to handle urgent matters outside regular office hours.

Additional Information:

• This position will require flexibility in working hours and availability to handle urgent matters outside regular office hours.
• The hours will be:

12:00 - 21:00 Madrid Time

• Salary and benefits will be commensurate with experience and qualifications.
• Driving license

We are looking for a dedicated and efficient individual to ensure the seamless operation of our office in Madrid, with a strong emphasis on scheduling, travel planning, and coordination across time zones. If you meet the qualifications and are ready to take on this dynamic role, we encourage you to apply.