Administrative Assistant / Meeting Coordinator

About the role

Proactive Talent Solutions is hiring a full-time Administrative Assistant / Meeting Coordinator in Riviere des Anguilles, reporting to the Group Human Resources Director and Group Executive Assistant. The role covers meeting support, minute-taking and general administrative assistance to the HR department.

Key responsibilities

• Attend meetings, including ad hoc ones, and set up meeting rooms and recording equipment when required.
• Take detailed notes, summarise discussions, highlight action items and record decisions made.
• Distribute minutes to stakeholders according to deadlines and guidelines, keeping them confidential and well organised.
• Help archive and retrieve minutes and stay informed about the company's minute-taking protocols.
• Organise meetings, send requests for physical or virtual meetings, take attendance and arrange logistics such as food and beverage, presentation equipment, screens, laptops and remote connections.
• Take part virtually in physical meetings.
• Support the Human Resources Department with assigned projects and perform other duties assigned by management.

Required profile

• University graduate.
• 3 years of proven experience as an administrative assistant, personal assistant, secretary or similar role.
• Excellent active listening, organisation, time management and interpersonal skills, with good judgement and memory.
• Eagerness to learn and ability to work within deadlines.

Required skills

• Proficiency in office software, such as the MS Office Suite.
• Well-versed and accurate note-taking and fast capture of meeting notes.
• Good business writing skills with excellent English.