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Title
Text copied to clipboard!Team Meeting Coordinator
Description
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We are looking for a highly organized and detail-oriented Team Meeting Coordinator to join our team. The ideal candidate will be responsible for planning, scheduling, and facilitating team meetings to ensure effective communication and collaboration across departments. This role requires excellent time management skills, the ability to multitask, and strong interpersonal communication abilities.
As a Team Meeting Coordinator, you will work closely with team leaders, department heads, and administrative staff to coordinate meeting logistics, prepare agendas, distribute meeting materials, and document meeting outcomes. You will also be responsible for managing calendars, booking meeting rooms or virtual platforms, and ensuring that all participants are informed and prepared.
The successful candidate will be proactive, adaptable, and capable of handling multiple priorities in a fast-paced environment. You should be comfortable using scheduling software, video conferencing tools, and productivity platforms such as Microsoft Office or Google Workspace. Experience in administrative support or project coordination is a plus.
This position plays a critical role in maintaining team alignment and productivity by ensuring that meetings are well-organized, purposeful, and result in actionable outcomes. If you are passionate about organization, communication, and supporting team success, we encourage you to apply.
Responsibilities
Text copied to clipboard!- Schedule and coordinate team meetings across departments
- Prepare and distribute meeting agendas and materials
- Book meeting rooms or set up virtual meeting platforms
- Take and distribute meeting minutes and action items
- Manage team calendars and resolve scheduling conflicts
- Ensure all participants are informed and prepared
- Follow up on meeting outcomes and assigned tasks
- Maintain records of meetings and documentation
- Assist with event planning for team offsites or workshops
- Support team communication and collaboration initiatives
Requirements
Text copied to clipboard!- Proven experience in administrative or coordination roles
- Excellent organizational and time management skills
- Strong written and verbal communication abilities
- Proficiency with scheduling and productivity tools
- Ability to multitask and prioritize effectively
- Attention to detail and accuracy in documentation
- Experience with video conferencing platforms
- Ability to work independently and as part of a team
- Professional demeanor and interpersonal skills
- High school diploma or equivalent; associate’s or bachelor’s degree preferred
Potential interview questions
Text copied to clipboard!- Do you have experience coordinating meetings or events?
- What scheduling tools or software are you familiar with?
- How do you handle last-minute changes to meeting schedules?
- Can you describe a time you managed multiple meetings in one day?
- How do you ensure meeting participants are well-prepared?
- What steps do you take to follow up on meeting action items?
- Have you ever taken meeting minutes? How do you ensure accuracy?
- How do you prioritize tasks when managing multiple calendars?
- What is your experience with virtual meeting platforms?
- Why are you interested in this Team Meeting Coordinator role?
