Conceivable Life Sciences
Please send resumes to firstname.lastname@example.org with the subject “Administrative Assistant.” Applications directly through LinkedIn will not be considered.
At Conceivable, we believe in the power of children—and helping millions more people access IVF in order to fulfill their dreams of becoming parents.
We’re creating automation for the next generation of IVF, designing labs with the most advanced single cell robotics in the world. Conceivable’s labs will provide vastly more safety, efficiency, and scalability—so that everyone who needs IVF can access it.
What you’ll be doing:
The Administrative Assistant in Guadalajara will be supporting senior leadership with communication management, scheduling, travel arrangements and meeting support. Ideal candidate will be forward-thinking and innovative, with a demonstrated ability to generate and implement creative solutions to address evolving challenges.
You will be responsible for…
- Calendar Management: Maintain calendars, schedule meetings, and coordinate appointments. Ensure timely reminders and preparation for meetings, including agenda creation, document preparation, and meeting logistics.
- Travel Coordination: Arrange domestic and international travel, including flights, accommodations, transportation, and visa processing. Prepare detailed itineraries and travel expense reports.
- Communication Management: Manage incoming calls, emails, and correspondence, screening and prioritizing them for executives' attention. Draft and proofread emails, reports, presentations, and other documents.
- Confidentiality and Discretion: Handle sensitive and confidential information with utmost discretion, maintaining confidentiality in all matters related to the executives and the organization.
- Administrative Support: Provide general administrative support, such as managing correspondence, drafting letters, preparing reports, and maintaining office records and files. Assist with special projects and initiatives as assigned.
- Hospitality Management: ensuring a warm and welcoming environment, proactively meeting people’s needs. Hosting guests and visitors to the office.
- Quick learner with the ability to handle multiple tasks simultaneously, maintain focus, and adapt to a variety of challenges
- Proven experience as an administrative assistant or similar role, with exposure to office management responsibilities.
- Exceptional organizational and time management skills, with the ability to prioritize tasks and meet deadlines.
- Excellent written and verbal communication skills, with strong attention to detail and accuracy. Ability to conduct detailed procedures in a time constrained environment
- Proficiency in office productivity tools, including calendar management, email systems, and document editing software.
- Strong problem-solving and decision-making abilities, with a proactive and resourceful approach.
- Ability to handle sensitive and confidential information with integrity and discretion.
- Excellent interpersonal skills, with the ability to interact professionally with internal and external stakeholders.
- Familiarity with budget management and vendor coordination.
- Flexibility to adapt to changing priorities and work effectively under pressure.
- High level of professionalism and a positive attitude.
- Strong sense of time organization and urgency
- Able to work independently and within a team
- PowerPoint/Canva proficiency. Able to take and execute edits for important powerpoint presentations with an eye for detail.
- Ability to effectively navigate and manage tasks across various time zones, demonstrating adaptability and flexibility in accommodating global scheduling demands.
- Fluency in both Spanish and English languages required to effectively communicate and collaborate with diverse stakeholders across international borders.