Note: The job is a remote job and is open to candidates in USA. Vitrafy Life Sciences is a biotechnology company developing cryopreservation solutions to improve the preservation, transport and delivery of biological materials. The Administrative Assistant provides day-to-day administrative and human resources support to the US team, coordinating documentation, scheduling, reporting, travel, financial administration and employee lifecycle activities while collaborating with Australian colleagues.
Responsibilities
- Maintains and updates the Commercial documentation processes, including Sales and Marketing files across systems such as HubSpot & 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 HubSpot 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
Skills
- • 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 payroll administration experience and experience working with an external payroll provider
- • Availability to accommodate regularly scheduled meetings with the Australian team outside standard US business hours
- • Experience using HR metrics, spreadsheets or dashboards to support reporting
- • Authorized to work in the United States without sponsorship
- • Bachelor's or Associate's degree in Human Resources, Business Administration or a related discipline
- • Experience in an HR Coordinator, People Operations or junior HR Business Partner role
- • Working knowledge of US employment practices and HR best practice; experience supporting employees in Colorado and/or California is advantageous
- • Experience in medical device, biotechnology, life sciences or another regulated industry
- • Experience supporting a distributed or multinational team across time zones
- • Experience with Xero, Gusto or comparable finance, payroll and HR platforms
- • Experience in a start-up or scale-up environment
Benefits
- Medical, dental, and vision plan options
- 401(k) plan
- Unlimited vacation and sick time programs
Company Overview