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Serve as the exclusive point of contact for all incoming meeting requests from vendors, clients, and internal stakeholders
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Validate agenda, attendee list, and objective for existing slate of meetings
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Review and process meeting requests using the PMO Meeting Request Form
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Collaborate with requestors to ensure each request includes a complete agenda, appropriate attendee list, clear objective, and required lead time
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Coordinate with the PMO Facilitator to confirm availability, validate audience composition, and obtain formal meeting approval
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Issue all project-related calendar invitations with finalized agendas, connection details, and pre-read materials
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Maintain the PMO Meeting Request Tracker and publish weekly meeting calendar to cross-functional teams and stakeholders
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Activate and manage meeting recordings at the start of each formal meeting
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Track meeting attendance and manage any unregistered or unauthorized participants
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Maintain a real-time action item log during each meeting, capturing owner, commitment, and due date for every action
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Flag agenda deviations or scope-creep discussions to the PMO Facilitator in real time
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Manage meeting logistics including room bookings, technology setup, and participant access for virtual platforms
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Draft comprehensive meeting minutes within 24 hours of meeting conclusion using the PMO-approved Minutes Template
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Capture decisions, action items, issues, risks, and next steps accurately and completely
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Submit draft minutes to the PMO Facilitator for review and incorporate all reviewer feedback
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Distribute final, approved minutes to all meeting attendees and the project distribution list within 24 hours of Facilitator approval
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Maintain version control for all meeting minute documents
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Produce and distribute the monthly PMO Meeting Summary Report to the OCM Lead
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Archive all meeting recordings to the designated project repository folder within 24 hours of meeting conclusion
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Archive all final meeting minutes to the repository within 24 hours of distribution, circulating links to the archived content with meeting minutes
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Apply the PMO-standard file naming convention to all archived documents
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Maintain the Project Meeting Log with current status for all meetings
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Ensure repository folder structure remains organized and access permissions are current
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Conduct quarterly audits of archived materials to confirm completeness and correct categorization
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Communicate the meeting request procedure to all new vendors, clients, and project team members at project onboarding
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Diplomatically enforce meeting control policies with non-compliant vendors or clients, and redirect unauthorized scheduling attempts to the proper request process
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Escalate repeat non-compliance to the OCM Lead with supporting documentation
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Serve as first point of contact for meeting-related questions, conflicts, and rescheduling needs
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Bachelor's degree in Business Administration, Communications, Project Management, or a related field (or equivalent combination of education and directly related experience)
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1-3 years of experience in a project coordination, administrative, or PMO support role
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Demonstrated experience managing meeting logistics and producing professional meeting documentation
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Experience working in environments with multiple external stakeholders such as vendors, clients, or partners
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Advanced proficiency in Microsoft 365 suite including Outlook, Word, Excel, Teams, and SharePoint
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Experience with video conferencing platforms such as Microsoft Teams, Zoom, or WebEx
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Proficiency with project management or collaboration tools such as SharePoint, Confluence, Jira, Smartsheet, or equivalent
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Ability to use transcription tools or AI-assisted note-taking software
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Familiarity with document management systems and repository organization