Administrative Assistant/Meeting Coordinator

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.