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
- 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.
- 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.
- 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.
- 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.
- 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: [email protected]
www.hsbmarine.com
