OPUS IT SERVICES PTE LTD

Discussion

Meeting Coordinator / Junior Secretary (Good writing, comms and organisational skills)

Open 19d

**Candidate should have good writing, comms and organisational skills.



Employment Type: 2-year contract (Renewable)

Working Days/ Hours: Mon-Fri: 8am to 6:30pm

Minimum Education: Higher Nitec



Key Responsibilities (Job Scope)

[Meeting Coordination]

  1. Coordinate and schedule meetings, workshops, and conference calls with internal and external stakeholders.
  2. Manage meeting calendars and send invitations through Microsoft Outlook or other scheduling tools.
  3. Book meeting rooms and arrange virtual meeting platforms (e.g. Microsoft Teams or Zoom).
  4. Prepare meeting agendas in consultation with meeting owners.
  5. Ensure all meeting materials are prepared and distributed before meetings.
  6. Set up meeting facilities, equipment, and presentation materials where required.
  7. Meeting Minutes & Documentation
  8. Attend meetings and accurately record meeting discussions, decisions, and action items.
  9. Prepare and distribute meeting minutes within agreed timelines.
  10. Track action items and follow up with responsible parties on outstanding tasks.
  11. Maintain an organized repository of meeting minutes and related documentation.

[Administrative Support]

  1. Provide general secretarial and administrative support to managers or project teams.
  2. Prepare correspondence, reports, presentations, and spreadsheets.
  3. Maintain filing systems and ensure proper document version control.
  4. Handle incoming emails, phone calls, and meeting-related enquiries.
  5. Assist in preparing reports and management documentation.

[Coordination & Communication]

  1. Liaise with internal departments and external vendors to support meeting logistics.
  2. Follow up with stakeholders to ensure timely completion of assigned action items.
  3. Prepare system maintenance broadcast message to relevant parties when required
  4. Maintain professional communication with all levels of staff.

Requirement

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