Personal Assistant to Vice President

Role Overview

We are looking for an experienced Personal Assistant (PA) to provide comprehensive administrative, executive and personal support to a Vice President in a multinational corporate environment.

The ideal candidate will be highly organised, discreet, proactive and professional, with excellent English communication skills and strong experience managing calendars, international travel, meetings, events and confidential matters.

This role requires someone who can work independently, manage multiple priorities and anticipate the Vice President's requirements while maintaining a high level of professionalism and confidentiality.

Key Responsibilities

Executive & Administrative Support

• Manage the Vice President's calendar, appointments and schedule.
• Coordinate meetings, conference calls and virtual meetings across different time zones.
• Prepare meeting agendas, presentations and supporting materials.
• Draft, proofread and manage correspondence.
• Maintain organised electronic and physical filing systems.
• Track action items and follow up with relevant stakeholders.

Travel Management

• Arrange domestic and international travel.
• Coordinate flights, hotels, visas, airport transfers and ground transportation.
• Prepare detailed travel itineraries and supporting documentation.
• Manage last-minute travel changes and urgent arrangements.
• Coordinate travel arrangements for immediate family members when required.

Meeting & Event Coordination

• Organise management meetings, leadership gatherings and corporate events.
• Coordinate venues, accommodation, transportation and meeting logistics.
• Arrange airport pickups, hotel bookings and transportation for visiting guests.
• Coordinate restaurant and business dinner reservations.
• Support executive visits, workshops and special events.

Office & Guest Support

• Prepare meeting rooms and ensure facilities are ready for meetings.
• Coordinate refreshments, catering and hospitality arrangements.
• Welcome and assist visitors and senior business guests.
• Act as a professional point of contact for internal and external stakeholders.

Confidential & Personal Assistance

• Handle confidential business, financial and personal information with complete discretion.
• Assist with selected personal administrative matters and appointments.
• Coordinate reservations and practical day-to-day arrangements when required.
• Support family logistics, relocation arrangements and other personal requirements when needed.

Candidate Requirements

Experience

• Minimum 5 years of experience as a Personal Assistant, Executive Assistant or similar role.
• Proven experience supporting a Vice President, Director, C-Suite executive or other senior-level professional.
• Experience in a multinational or professional corporate environment is preferred.
• Strong experience in calendar management, travel coordination, meetings and events.

Skills

• Excellent written and spoken English.
• Strong business communication and correspondence skills.
• Excellent organisational and time-management skills.
• Exceptional attention to detail.
• Ability to manage multiple priorities simultaneously.
• Strong Microsoft Office 365 skills, particularly Outlook, Word, PowerPoint and Excel.
• Strong problem-solving and follow-up abilities.
• Ability to work independently and proactively.

Personal Attributes

• Highly trustworthy and discreet.
• Professional and polished in communication and manner.
• Proactive and service-oriented.
• Resourceful and solutions-focused.
• Calm under pressure.
• Flexible and adaptable.
• Comfortable working closely with a Vice President and international stakeholders.
• Willing to provide occasional support outside normal working hours when required.

Working Environment

• Location: Colombo
• Full-time, primarily office-based.
• Normal working hours with occasional evening, weekend or public holiday support when required due to travel, meetings, visiting guests or major events.