Meeting Records Administration Assistant

HRS Talent Solutions; Newcastle; Remote; AUD 40,000 - 43,000; Full time

Job summary

HRS Talent Solutions is seeking a Meeting Records Administration Assistant in Australia to turn meeting notes into an actionable list, entering items into an online tracker and ensuring clear ownership. This remote role requires careful documentation and reliable follow-up.

You will maintain links and updates, verify deadlines with owners, and preserve context when items shift, fostering an accurate, shareable record for the team.

Qualifications

• Strong office administration habits with precise record-keeping.
• Clear ownership and prompt follow-up on actions.
• Ability to write concise, accurate notes in trackers.

Responsibilities

• Enter actions into the online tracker and assign owners when provided.
• Confirm unclear deadlines with the meeting owner.
• Keep links and updates attached to the correct items.
• Flag missing owners or duplicate actions for review.
• Preserve context when tasks change or are cancelled.

Skills

Note-taking

Record-keeping

Ownership clarity

Clear communication

Tools

Online tracker

Job description

Meeting Records Administration Assistant

Office Administration / Meeting Action Notes / Remote

Full-time or part-time
Compensation: 29.25–31.00 per hour

A meeting can end with several small next steps and no clear record of who owns them. This role helps maintain an approved action list after internal meetings. You will work from supplied notes or instructions, enter the actions in an online tracker, confirm unclear wording with the meeting owner, and keep later updates attached to the right item. You are not expected to make management decisions or reinterpret what the team agreed.

From notes to a usable list

• Read the meeting notes or action summary supplied by the team.
• Separate decisions already made from tasks still to be done.
• Enter the stated action and responsible person when provided.
• Flag a missing owner or uncertain deadline for confirmation.
• Keep links to relevant documents with the right action.
• Update the record when an owner reports a change.

One note might say “send revised form to support.” If the meeting record does not identify which form or who sends it, ask the meeting owner for clarification. Do not assign it to a person because they attended the meeting. An accurate action list is more valuable than a full list that contains guessed details.

What you would follow up on

• An action whose owner has requested clarification.
• A link that no longer opens the supplied document.
• A task that was completed but remains marked open.
• Two entries that may describe the same action.

Follow-up is administrative, not supervisory. You may ask for a status under the team’s instructions and update the tracker with the response. You should not change a priority, promise a result, or decide whether another person’s work is sufficient. When a task is cancelled or replaced, preserve enough context that colleagues can see why its status changed.

A useful action list distinguishes an agreed task from a point that was only discussed. Before circulating notes, check names, dates and owners against the meeting record or ask the organiser to clarify an uncertain item. If a deadline changes afterward, preserve the updated instruction so colleagues are not following an old list. You may request a status update from an owner, but you would not mark a decision complete without confirmation. Training will cover the team's preferred format and where approved notes are stored.

Skills and arrangements

Strong office administration habits—accurate notes, clear ownership, and tidy online records—fit this job. Customer service experience can also be relevant because polite, specific follow-up gets a more useful answer than a vague reminder. Neither kind of experience is a requirement. A person new to formal office work can learn the team’s tracker and note‑taking conventions. You should be able to write clear, brief entries and ask when a note is ambiguous.

Sometimes a meeting produces both a decision and an action that follows from it. Keep those separate in the record. For instance, “use the revised form” may be a decision, while “send the revised form to the team” is a task that needs an owner. If the notes do not establish who will send it, leave the owner open and ask for confirmation. The action list should reflect what was agreed, rather than turning every discussion point into a new task.

Working details

• Remote computer‑based coordination.
• Part‑time or full‑time arrangements for the actual opening.
• A home office or suitable private space for internal notes.

Meeting schedules and any specific response expectations will be confirmed by the hiring company. The role’s value is a reliable record that lets people find their own next action without searching through several emails.

If a colleague corrects your action entry, update the record and keep its meaning aligned with the supplied note. The goal is a dependable shared list, not a perfect transcript of every discussion at the meeting.