EA / Office Manager

At Vitrafy Life Sciences , we are not just part of the biotech industry — we're redefining it. Our breakthrough cryopreservation technologies are set to create new global standards in the way gene and cell therapies are preserved, transported, and delivered, ultimately helping preserve life. Our innovative cryopreservation technology provides an end-to-end cryopreservation solution spanning the cryopreservation devices, packaging and an integrated software platform, LifeChain™, focused on retaining the quality of biological material across the entire cryopreservation supply chain. We're Australian based, with our head office in South Melbourne, manufacturing and scientific lab based in Ballarat and established operations in the US. ABOUT THE ROLE: The EA / Office Manager plays a pivotal role in ensuring the seamless operation of executive-level functions and overall office administration. This role is responsible for providing support to the Chief Executive Officer and management team, managing schedules, communications, and confidential matters. This position requires exceptional organisational skills, discretion, attention to detail, and the ability to manage multiple priorities with professionalism and efficiency. Key Responsibilities Executive Support Provide support to CEO, including diary management, general scheduling, correspondence, and meeting coordination. Coordinate internal and external meetings, board meetings, and strategic planning sessions. Prepare documents, presentations, reports, and correspondence on behalf of the CEO, including board packs, investor updates, and executive reports. Track and follow up on action items, deadlines, and key initiatives. Arrange international and domestic travel itineraries, accommodation, and logistics. Maintain strict confidentiality and professionalism in handling sensitive information. Management Support Support the management team in the day-to-day operations of the business. Coordinate with IT, vendors, and service providers for office needs and maintenance. Support the management team with administrative tasks, including room bookings and preparation of presentations. Maintain organisational systems, filing, and record-keeping practices. Plan meetings, communicating outcomes and following up actions. Coordinate internal and external events, staff meetings, and team-building activities. Ensure compliance with workplace health and safety standards. ABOUT YOU: Proven experience (5+ years) as an Executive Assistant, Office Manager, or similar role supporting senior executives. Excellent organisational and time-management skills with a sharp eye for detail. Superior written and verbal communication abilities with a high level of discretion and confidentiality. Strong proficiency in Microsoft Office Suite, and virtual collaboration tools. Tech-savvy with proficiency in MS Office (Word, Excel, PowerPoint) and other business software. Ability to work independently, prioritise tasks, and manage multiple deadlines. Professional, resourceful, and solutions focused. Flexible, adaptable, and resilient. Australian citizenship or permanent residency required. THE PERKS Competitive salary package commensurate with experience Ongoing learning and development opportunities Fantastic offices, centrally located to public transport. Discounted rates to gym located in first floor. Free office breakfast on Wednesday mornings Wellbeing support though our EAP Novated lease opportunities 'Refer a friend' program. Ready to Preserve the Future with Us? If you are ready to join a fast-growing biotech leader where your work drives global change, Vitrafy Life Sciences is your next move. #J-18808-Ljbffr