Personal Assistant to Group Vice President

WE ARE HIRING: Personal Assistant to Group Vice President 

Location: World Trade Centre, Colombo, Sri Lanka
Employment Type: Full Time
Industry: Shipping / Logistics / Marine Services 

Role Overview 

We are seeking a highly organized, professional, and trustworthy Personal Assistant to the Group Vice President to provide executive, administrative, and personal support within a global business environment. The successful candidate will play a key role in helping a senior executive manage a demanding schedule across multiple countries and time zones while ensuring excellent coordination of travel, meetings, stakeholder communication, confidential matters, and executive support activities. This is an exciting opportunity for an experienced PA who thrives in an international corporate environment and enjoys working closely with senior leadership in a fast-paced and multicultural setting. 

Key Responsibilities 

Executive & Administrative Support

• Manage executive calendars, appointments, meetings, and scheduling activities.
• Coordinate conference calls, virtual meetings, and business discussions across multiple countries and time zones.
• Prepare meeting agendas, briefing materials, presentations, and supporting documentation.
• Draft, proofread, and manage business correspondence on behalf of senior leadership.
• Maintain organized electronic and physical filing systems.
• Track action items and ensure follow-up with internal and external stakeholders.
• Support day-to-day executive administration requirements while ensuring high standards of professionalism and efficiency.

Travel Management

• Coordinate domestic and international travel arrangements.
• Manage flight bookings, hotel reservations, visas, airport transfers, and transportation requirements.
• Prepare detailed travel itineraries and supporting travel documentation.
• Handle travel-related logistics, changes, and emergency travel arrangements efficiently.
• Support travel arrangements for family members when required.

Event & Meeting Coordination

• Coordinate regional leadership meetings, management forums, workshops, and executive gatherings.
• Organize venue bookings, accommodation, transport arrangements, and event logistics.
• Arrange airport pickups, hotel bookings, restaurant reservations, and hospitality requirements.
• Support executive visits, stakeholder engagements, and regional business events.
• Ensure all event-related activities are executed smoothly and professionally.

Office & Guest Relations

• Prepare meeting rooms and conference facilities before executive meetings.
• Ensure presentation equipment, meeting technology, and refreshments are ready.
• Welcome visitors, clients, and senior guests in a professional manner.
• Coordinate refreshments, lunches, and hospitality arrangements for meetings and events.
• Act as a key point of contact for internal and external stakeholders.

Confidential & Sensitive Matters

• Handle highly confidential business and personal information with absolute discretion.
• Manage sensitive information relating to business operations, financial matters, strategic discussions, and executive activities.
• Exercise sound judgment when dealing with confidential or sensitive situations.
• Ensure confidentiality is maintained both within and outside the workplace.

Personal Assistance Support

• Provide support for selected personal administrative matters.
• Coordinate appointments, reservations, and day-to-day arrangements when required.
• Support relocation arrangements, visitor logistics, and family-related coordination activities.
• Assist with special assignments and administrative tasks as directed.

Candidate Profile

• Minimum 5 years of experience as a Personal Assistant, Executive Assistant, or similar role supporting senior executives.
• Previous experience in a multinational, corporate, or professional business environment.
• Proven experience managing complex executive calendars and international travel arrangements.
• Experience coordinating meetings, business events, executive visits, and stakeholder engagements.
• Excellent English communication skills, both written and spoken.
• Strong business writing and professional correspondence capabilities.
• Exceptional organizational, planning, and multitasking skills.
• Strong attention to detail and ability to prioritize competing responsibilities.
• High levels of integrity, professionalism, and discretion.
• Excellent interpersonal, customer service, and stakeholder management skills.
• Strong problem-solving abilities with a proactive and resourceful mindset.
• Advanced proficiency in Microsoft Office 365, including Outlook, Word, Excel, and PowerPoint.
• Ability to work independently while effectively supporting senior leadership.
• Comfortable interacting with executive leadership and international stakeholders.
• Flexible and willing to provide occasional support during evenings, weekends, public holidays, and major business events when required.

Ready to take your career to new heights? 

We're InTalent Asia, your go-to recruitment partner in Sri Lanka, and we've got an exciting opportunity for you! 

Our client is looking for a skilled individual to fill the role of Personal Assistant to Group Vice President. 

Apply now and see how you can be the perfect fit for this exclusive position!

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