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An Explanation of the role of the minute taker for a PA Course

Updated on December 12, 2016

In preparation for a meeting, there are many things for a Personal Assistant to complete. Firstly, the Personal Assistant will need to discuss what is needed in the meeting with the Chair. This will mean that the Personal Assistant will need to know what the meeting's focus is and agree an agenda to circulate.

Before circulating the invitations, the PA must agree with the Chair (usually the Boss) who are the invitees and what is the time and the venue of the meeting. At this point, the PA should book a room and any necessary refreshments.

Now that you know it is possible to run the meeting at this time, the PA should invite all invitees.


The preferred medium to invite is email. Also, pay attention to the location of your invitees, if a telephone line is needed for some to call in, be aware of this and circulate the number.

A PA should then prepare by reading the previous minutes and speaking to the Chair. It is essential that you understand all subject matter. Often where there is a technical subject, it may be good to do research. You may have written material in your company or seek an explanation from a colleague. This will aid understanding and confidence prior to the meeting.

There are some other continuous responsibilities that you should take care of; this includes monitoring acceptance and rejections. You need to know who are attending and not attending on the day. These actions for preparation should ensure that you are fully prepared by the time the meeting is ready. This is a lot of work to carry out before you have even started taking the minutes or even set foot in the meeting room. However, the most important part of the meeting is preparation because you can take your time with this part and ensure that it is done correctly.


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