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.