Administrative Assistant | Junior HR Coordinator

At Vitrafy Life Sciences, we’re not just part of the biotech industry, we’re redefining it by improving the quality of healthcare treatments by providing effective cryopreservation solutions. Our breakthrough cryopreservation technologies could create new global standards in the way biological materials are preserved, transported, and delivered, ultimately helping preserve life.

Our innovative cryopreservation technology provides cryopreservation solution spanning cryopreservation devices, packaging and an integrated software platform, Life Chain™, focused on retaining the quality of biological material across the entire cryopreservation supply chain.

We are Australian based, with our head office in South Melbourne, manufacturing and scientific lab based in Ballarat and established operations in the US.

The Administration Assistant provides day-to-day administrative and Human Resources support to Vitrafy's United States team, helping the US operation run smoothly as the business scales. Working largely autonomously, the role is a central point of coordination for correspondence, records, scheduling, administrative systems and employee lifecycle activities.

The position also collaborates closely with colleagues in Australia across time zones and supports company-wide operational priorities as required.

• Maintains and updates the Commercial documentation processes, including Sales and Marketing files across systems such as Hub Spot & Salesforce
• Assists with the preparation and filing of Executive documents, including grant applications, executive reports and scientific white papers
• Cross border collaboration with the Australian operation and systems such as payroll & corporate travel
• Provides timely administrative support to the US team, including the preparation and distribution of correspondence, reports and presentations, and the collation of meeting documents.
• Develops, maintains and schedules regular reports, summaries and dashboards for the Sales & Marketing team using CRM platforms such as Hub Spot and Salesforce.
• Maintains electronic files, shared drives and data management systems, ensuring consistent naming, version control and appropriate access permissions.
• Coordinates incoming and outgoing mail, courier and shipping requirements for the US entity, including liaison with the registered agent and the scanning and distribution of physical correspondence.
• Maintains the company landing page and social media presence and manages marketing collateral inventory and distribution.
• Arranges domestic and international travel, accommodation and itineraries, including documentation requirements, and reconciles associated expenses.
• Coordinates meeting scheduling across US and Australian time zones and prepares agendas, minutes and action registers.
• Raises purchase orders, processes supplier invoices and supports expense reconciliation in Xero.
• Provides administrative support for tradeshow and exhibition attendance, including registrations, logistics, shipment of materials and post-event follow-up.
• Prepares report updates and materials for key internal and customer-facing meetings.
• Develops and implements new administrative systems and process improvements as required.
• HR Administration & Employee Support by providing day-to-day HR administration and first-line support to US employees and managers, responding to routine queries and escalating complex or sensitive matters to the HR Lead.
• Identifies opportunities to improve HR administrative processes, documentation and employee experience.
• Participates in HR and operational projects, helping ensure new processes are communicated and embedded.

• Three or more years' experience in professional administration, or an equivalent role.
• High school diploma or equivalent.
• Demonstrated experience working remotely with limited direct supervision.
• Proficiency in the Microsoft Office Suite and confidence working with HR, payroll and business systems.
• Demonstrated discretion in handling confidential employee and company information.
• Strong written communication, organization and follow-through, with the ability to manage competing priorities.
• Basic…