duties of admin assistant

Question 1

duties before meeting

Answer 1

• book suitable venue or accommodation for the meeting
• make note in diary of date, time, place and nature of meeting
• draft a notice of meeting and agenda and present to the chairperson for approval
• make extra copies of the agenda
• carefully note any apologies of absence that are received
• arrange for name cards if the people present are not known to each other
• prepare the chairperson’s agenda
• arrange, as appropriate, refreshments, audio visual aids, car parking spaces etc

Question 2

duties during meeting

Answer 2

• read the minutes of the previous meeting, letters of apology and any other correspondence
• ensure chairperson signs the previous minutes and signs any alterations
• assist the chairperson throughout the meeting with files, papers, agenda etc
• make a separate note of any action to be taken by you and/or the chairperson

Question 3

duties after meeting

Answer 3

• remove ‘meeting in progress’ sign and directions
• clear the room and leave it tidy. check that no one left anything behind
• notify the switchboard that the meeting has finished
• if necessary, notify catering staff that they may collect unused refreshments