HR & Executive Administration Assistant

Location: Underwood, QLD
Employment Type: Full-Time
Reports To: HR & Administrative Coordinator

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.

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.

• 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.

• 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.

• 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.

• 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.

• 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.

• Qualification in Business Administration, Human Resources, or a related discipline.

• Previous experience supporting senior executives or leadership teams.

• Experience within a regulated industry.

• 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.

If you are a highly organised professional who enjoys supporting executives, coordinating business activities, and contributing to a growing organisation, we would love to hear from you.

Please submit your resume and a cover letter outlining your relevant experience and suitability for the role.

Applications will be reviewed as they are received.