Role signals
HR
About this role
Job Title: Administrative Assistant/Meeting Coordinator
Reporting to: Group Human Resources Director and Group Executive Assistant
Duties and
Responsibilities
- Attend various types of meetings including ad hoc meetings & internal communication
- procedures.
- Arrive punctually and set up the necessary meeting rooms and recording equipment if required.
- Take detailed notes during meetings, capturing important discussions, decisions, and any relevant
- information concisely. Summarise discussions, highlight actions items, and record decisions made
- during the meeting.
- Distribute the minutes to the relevant stakeholders as per set deadlines and guidelines after the
- meeting.
- Maintain a high level of confidentiality and discretion when dealing with sensitive information
- discussed during meetings.
- Keep a well-organised and easily accessible record of all meeting minutes.
- Assist in archiving and retrieving minutes as needed.
- Stay informed about the specific protocols and procedures governing the recording of minutes
- within the company.
- Other administrative tasks including but not limited to: organise meetings, sending out meeting
- requests for physical or virtual, taking the attendance, organise for any other logistics required for
- the meeting (F&B, projection/presentation, TV screen, laptop, remote connection, etc), virtual
- participation in a physical meeting.
- Support the Human Resources Department with designated assigned projects.
- Perform any other cognate duties as may be assigned by Management.
- Candidate Profile:
- University graduate.
- 3 years of proven experience as an administrative assistant, personal assistant, secretary, or similar role.
- Proficiency in office software (e.g., MS Office Suite).
- Excellent active listening skills with consistent focus.
- Well-versed and accurate in notes-taking.
- Good judgement and memory skills.
- High business writing skills – excellent English writing skills.
- Organisational skills.
- Speed in capturing the meeting notes.
- Critical thinking capabilities: to assess and differentiate on which matters being discussed are
- relevant for minutes or not.
- Eagerness to learn and understand.
- Good time management skills and target-oriented to be able to work within deadlines and submit
- work as required.
- Good interpersonal skills to ensure smooth communication with relevant stakeholders.