Meeting, Event & Travel Coordination Flashcards
6 cards from real COA practice questions. Tap to flip, then mark Knew It or Still Learning — missed cards come back until you master them.
Read the first 6 Meeting, Event & Travel Coordination flashcards as text
When preparing a formal agenda for a board meeting, which item should appear FIRST?
Answer: Call to order / Roll call
Formal meeting agendas begin with 'call to order' to officially convene the meeting and establish quorum. Without this, subsequent business cannot be conducted in a legally valid manner.
Which document serves as the official written record of decisions made and actions taken during a meeting?
Answer: Minutes
Minutes are the official, permanent record of a meeting, capturing decisions, motions, votes, and assigned action items. They may have legal or governance significance.
A 'quorum' in the context of a formal business meeting refers to:
Answer: The minimum number of members required to be present to conduct official business
A quorum is the minimum number of members whose presence is required for a meeting to be legally valid and for any decisions made to be binding on the organization.
When booking travel for an executive attending an out-of-town conference, what should an office administrator arrange FIRST?
Answer: Primary transportation to the destination (flight or train)
Primary transportation (flights or trains) must be booked first because arrival and departure times determine the scheduling of all other arrangements, including hotel check-in and local transportation.
When scheduling a conference call with participants in New York (EST), London (GMT), and Singapore (SGT), what should the office administrator do FIRST?
Answer: Identify a time window that falls within business hours for all key participants
Time zone planning must happen before a time is chosen. The administrator should map out business-hours overlap for all participants, since a time convenient for New York may be midnight in Singapore.
An executive must cancel a scheduled meeting with outside clients at the last minute. What is the MOST appropriate action for the office administrator?
Answer: Notify all participants immediately and propose alternative dates
Prompt notification minimizes disruption and wasted time for all parties, while offering alternative dates demonstrates professionalism and commitment to the meeting's purpose.