HR & Executive Administration Assistant

Location: Underwood, 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.

How to Apply

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.