HR & Executive Administration Assistant

PharmaCrop group; Brisbane; On-site; AUD 65,000 - 90,000; Full time

Benefits offered by this job

Direct exposure to senior leadership

Professional development

Career growth opportunities

Job summary

PharmaCrop is hiring an HR & Executive Administration Assistant to support the Managing Director and senior leadership. You will coordinate calendars, manage administrative tasks, and assist HR activities including onboarding and records management.

The role requires strong organisational skills, advanced MS Office proficiency, and the ability to handle confidential information with discretion. You will interact with employees, stakeholders, and leaders to keep operations smooth and compliant.

Qualifications

• Minimum 2 years in administration, executive assistance, or HR administration.
• Strong organisational and time-management skills.
• Advanced MS Office skills (Outlook, Word, Excel, PowerPoint, Teams).
• Excellent written and verbal communication.
• Ability to manage competing priorities and maintain confidentiality.
• Desirable experience supporting senior executives in a regulated environment.

Responsibilities

• Coordinate executive schedules for the Managing Director and senior leadership.
• Schedule meetings, arrange travel, and prepare meeting materials.
• Prepare presentations, correspondence, and reports.
• Assist HR administration, onboarding, and employee records.
• Maintain filing systems, office supplies, and document control.
• Support project status reports and cross-department communications.

Skills

Executive support

HR administration

Calendar management

MS Office suite

Communication skills

Discretion & confidentiality

Education

Diploma/degree in Business Administration or related

Tools

MS Outlook

MS Word

MS Excel

MS PowerPoint

MS Teams

Job description

Location: Eight Mile Plains, QLD
Employment Type: Full-Time
Reports To: HR & Administrative Coordinator

About PharmaCrop

PharmaCrop is a dynamic and growing organisation committed to excellence in operations, people management, and compliance. We are seeking a highly organised, proactive, and professional HR & Executive Administration Assistant to support our senior leadership team and contribute to the efficient operation of the business.

About the Role

This is a key support role that works closely with the Managing Director, senior management, and the HR & Administrative Coordinator. The position is responsible for coordinating executive schedules, managing administrative activities, supporting HR administration, and ensuring the smooth day-to-day operation of the office.

The successful candidate will be highly organised, able to anticipate needs, manage multiple priorities, and maintain confidentiality while interacting with employees, stakeholders, and senior leaders.

Key Responsibilities

Executive & Senior Management Support

• Manage and coordinate calendars for the Managing Director and senior leadership team.
• Schedule meetings, appointments, and business engagements.
• Coordinate meeting logistics, agendas, and meeting minutes.
• Track action items and follow up on outstanding tasks.
• Prepare presentations, reports, correspondence, and business documents.
• Arrange travel, accommodation, and itinerary management.
• Act as a professional point of contact for internal and external stakeholders.

HR Support

• Assist with recruitment activities, including advertising roles, scheduling interviews, and communicating with candidates.
• Prepare employment contracts, onboarding documentation, and employee correspondence.
• Maintain employee records and HR databases.
• Coordinate employee inductions and onboarding activities.
• Monitor training records, licences, and compliance documentation.
• Support employee engagement initiatives and HR projects.

Administrative & Office Support

• Maintain office filing systems and records.
• Manage office supplies, stationery, and equipment requirements.
• Coordinate maintenance requests and service providers.
• Assist with company events, meetings, and corporate functions.
• Support document control and record management activities.

Coordination & Project Support

• Assist in coordinating projects and business initiatives.
• Monitor deadlines and follow up with relevant departments.
• Prepare status reports and maintain project documentation.
• Liaise with various departments to ensure effective communication and workflow.

About You

Essential Requirements

• Minimum 2 years' experience in administration, executive assistance, HR administration, or a similar support role.
• Exceptional organisational and time-management skills.
• Advanced Microsoft Office skills, particularly Outlook, Word, Excel, PowerPoint, and Teams.
• Excellent written and verbal communication skills.
• Ability to manage competing priorities and meet deadlines.
• High level of professionalism, discretion, and confidentiality.
• Strong attention to detail and problem-solving skills.

Desirable

• Qualification in Business Administration, Human Resources, or a related discipline.
• Previous experience supporting senior executives or leadership teams.
• Experience within a regulated industry.

What We Offer

• Opportunity to work directly with senior leadership.
• Exposure to strategic business and HR operations.
• Supportive and collaborative workplace culture.
• Professional development and career growth opportunities.
• Diverse and engaging role with broad organisational exposure.