Administrative Assistant

At Vitrafy Life Sciences, we’re redefining the biotech industry by improving the quality of healthcare treatments through effective cryopreservation solutions. Our breakthrough technologies set new global standards in preserving, transporting, and delivering biological materials, ultimately helping preserve life. Our integrated cryopreservation platform includes devices, packaging, and the LifeChain™ software, ensuring quality across the entire supply chain. Headquartered in South Melbourne, Australia, with manufacturing and labs in Ballarat, we also operate in the US.

About the role

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 remotely and largely autonomously, the role serves as a central point of coordination for correspondence, records, scheduling, administrative systems, and employee lifecycle activities. The position collaborates closely with colleagues in Australia across time zones and supports company-wide operational priorities.

• Maintains and updates 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.
• Facilitates cross-border collaboration with the Australian operation and systems such as payroll & corporate travel.
• Provides timely administrative support to the US team, including preparation and distribution of correspondence, reports, presentations, and meeting documents.
• Develops, maintains, and schedules regular reports, summaries, and dashboards for the Sales & Marketing team using CRM platforms like HubSpot and Salesforce.
• Maintains electronic files, shared drives, and data management systems with consistent naming, version control, and access permissions.
• Coordinates incoming and outgoing mail, courier, and shipping requirements for the US entity, including liaison with the registered agent.
• 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 and expense reconciliation.
• 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, 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.
• Handles HR administration and first-line support for US employees and managers, responding to routine queries and escalating complex matters to the HR Lead.
• Identifies opportunities to improve HR administrative processes, documentation, and employee experience.
• Participates in HR and operational projects to ensure new processes are communicated and embedded.

Requirements

• 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.
• 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.

Qualifications

• Bachelor's or Associate's degree in Human Resources, Business Administration, or a related discipline (preferred).
• Experience in an HR Coordinator, People Operations, or junior HR Business Partner role (preferred).
• Working knowledge of US employment practices and HR best practices; experience supporting employees in Colorado and/or California is advantageous.
• Experience in medical device, biotechnology, life sciences, or another regulated industry (preferred).
• Experience supporting a distributed or multinational team across time zones (preferred).
• Experience with Xero, Gusto, or comparable finance, payroll, and HR platforms (preferred).
• Experience in a start-up or scale-up environment (preferred).

Pay

Target pay range: $65,000 to $75,000. Salary determined by education, experience, knowledge, skills, abilities, internal equity, and market alignment.

Benefits

• Medical, dental, and vision plan options.
• 401(k) plan for long-term financial well-being.
• Unlimited vacation and sick time programs.