Job Description

Executive Assistant to the CEO

Location & Position

Colombo 07, Sri Lanka - Full Time

About HSB Marine Group

HSB Marine Group is an international marine technology, floating infrastructure, and on-water construction group.

The group is currently expanding across Sri Lanka, the Maldives, the UAE and other international markets. We are building a modern management system supported by AI tools, structured project dashboards, Google Workspace, Miro boards, and internal operating systems.

We are now looking for a highly organized, intelligent, reliable, and proactive Executive Assistant to work directly with the Founder & CEO.

Role Summary

The Executive Assistant will support the Founder & CEO in daily coordination, communication, scheduling, document follow-up, meeting preparation, decision tracking, data management and internal task management. This is not a traditional secretary role. The ideal candidate will act as a trusted coordination partner for the CEO Office and help keep multiple business units, projects, people, and priorities organized.

Key Responsibilities

1. CEO Office Coordination
   • Manage the President's daily agenda, meetings, calls, reminders, and follow-ups.
   • Prepare daily and weekly priority lists for the CEO.
   • Track pending decisions, open tasks, and important deadlines.
   • Coordinate between internal teams, external consultants, partners, clients, and suppliers.
   • Ensure that important matters are not forgotten, delayed, or lost in communication.
2. Communication Management
   • Support professional communication with clients, partners, suppliers, consultants, and internal team members.
   • Draft emails, messages, meeting notes, and follow-up communications when needed.
   • Organize communication records and ensure that key information is accessible.
   • Help manage WhatsApp, email, Google Drive, and other communication channels in a structured way.
3. Document and File Organization
   • Organize documents in Google Drive according to the company's folder structure.
   • Maintain clean naming, filing, and version control discipline.
   • Help collect, organize, and archive important documents, proposals, meeting notes, contracts, reports, and project files.
   • Support the President Office in keeping company information structured and accessible.
4. AI and Digital Tools Support
   • Work with tools such as Google Workspace, Google Drive, Google Sheets, Miro, ChatGPT, and other AI-supported management tools.
   • Help structure information so that it can be used by AI tools and internal management systems.
   • Support the development of a more organized, AI-assisted company operating system.
5. Travel, Logistics, and Personal Coordination
   • Support business travel planning, flight coordination, hotel bookings, transportation, and meeting logistics.
   • Assist with selected personal administrative matters when directly related to the President's schedule and business priorities.
   • Maintain a professional and confidential approach at all times.

Required Qualifications

• Minimum 3 years of experience as an Executive Assistant, Personal Assistant, Office Coordinator, Project Coordinator, or similar role.
• Excellent written and spoken English.
• Strong organizational and follow-up skills.
• High attention to detail.
• Strong ability to take notes, summarize information, and track action items.
• Good command of Google Workspace, especially Gmail, Google Drive, Google Docs, Google Sheets, and Google Calendar.
• Ability to work with confidential information.
• Ability to communicate professionally with senior-level people.
• Ability to work under pressure and manage multiple priorities.
• Strong sense of responsibility, discipline, and ownership.

Preferred Qualifications

• Experience working with founders, CEOs, directors, or senior executives.
• Experience in international companies or project-based organizations.
• Experience with Miro, Notion, Trello, Asana, ClickUp, or similar project tools.
• Interest in AI tools, ChatGPT, automation, and digital management systems.
• Experience in construction, engineering, marine, real estate, energy, logistics, or investment-related businesses.
• Turkish language knowledge is not required but would be considered a plus.

Application Requirements

Applicants should submit:

• Updated CV
• Short cover letter
• Earliest available starting date

Application Subject

Executive Assistant to CEO & President – HSB Marine Holding

Interested candidates may send their CV and portfolio (if applicable) to: people@hsbmarine.com

www.hsbmarine.com

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