MEETING COORDINATOR / JUNIOR SECRETARY

Position: Meeting Coordinator / Junior Secretary

Employment Type
2-Year Renewable Contract

Basic Salary
Up to $2,900

Working Hours
Monday to Friday
8:00 AM – 6:30 PM
(Off on Saturdays, Sundays & Public Holidays)

Minimum Qualification
Higher Nitec

Key Responsibilities

1. Meeting Coordination

• Coordinate and schedule meetings, workshops, and conference calls with internal and external stakeholders.
• Manage meeting calendars and send invitations via Microsoft Outlook or other scheduling tools.
• Book meeting rooms and arrange virtual meeting platforms (e.g. Microsoft Teams or Zoom).
• Prepare meeting agendas in consultation with meeting owners.
• Ensure meeting materials are prepared and distributed prior to meetings.
• Set up meeting rooms, presentation materials, and required equipment.
• Attend meetings and accurately record meeting discussions, decisions, and action items.
• Prepare and distribute meeting minutes within the agreed timeline.
• Track action items and follow up with the respective stakeholders.
• Maintain an organised repository of meeting minutes and related documents.

2. Administrative Support

• Provide general secretarial and administrative support to managers or project teams.
• Prepare correspondence, reports, presentations, and spreadsheets.
• Maintain filing systems and ensure proper document version control.
• Handle incoming emails, phone calls, and meeting-related enquiries.
• Assist in the preparation of reports and management documentation.

3. Coordination & Communication

• Liaise with internal departments and external vendors to support meeting logistics.
• Follow up with stakeholders to ensure timely completion of assigned action items.
• Prepare system maintenance broadcast messages for relevant parties when required.
• Maintain professional communication with stakeholders at all levels.

Requirements:

• Excellent organisational and time management skills.
• Strong verbal and written communication skills.
• Good note-taking and minute-writing skills.
• Proficient in Microsoft Office (Word, Excel, PowerPoint, and Outlook).
• Familiar with Microsoft Teams and Zoom.
• Strong attention to detail and accuracy.
• Ability to prioritise multiple tasks and meet deadlines.
• Professional, dependable, and able to maintain confidentiality.
• Able to work independently as well as collaboratively within a team

Important Note

• Only shortlisted candidates will be notified.
• We encourage candidates with relevant IT skills and experience to submit their applications for future opportunities.
• Your profile may be considered for other suitable positions with our clients, based on your experience and qualifications.
• Thank you for your interest. We appreciate your time and look forward to connecting with you should a suitable opportunity arise.

Pay: $2,500.00 - $2,900.00 per month

Work Location: In person