Personal Assistant to the CEO

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Personal Assistant to the CEO

Levein job

Location: Hybrid (Colombo 5 Sri Lanka )

Experience Level: 2-4 years

Department/ Specialism: Administration and Secretarial

Contract Type: Permanent - Full time

About Us

At Levein Group, we’re driving digital innovation across UK’s most dynamic sectors – from healthcare and fintech to hospitality and tech startups, all from our vibrant hub in Colombo, Sri Lanka. Join our passionate team of technologists where your creativity and skills can transform multiple industries. We offer more than just a job – we provide an environment where innovation meets purpose, where your growth matters, and where your solutions impact leading UK businesses. Ready to work on diverse, cutting-edge projects?

Your Key Responsibilities

Summary of The Role The Personal Assistant to the CEO provides comprehensive executive, administrative, operational, and financial support to ensure the efficient management of the CEO's professional commitments. The role requires exceptional organizational skills, discretion, attention to detail, and the ability to manage multiple priorities across executive administration, communication, finance, HR support, legal coordination, and business operations. Role Responsibilities Executive Calendar & Meeting Management
  • Manage and optimize the CEO's calendars across Google Calendar and Outlook, including time-zone coordination between Sri Lanka and the UK.
  • Serve as the primary point of contact for meeting requests, prioritizing appointments and managing scheduling conflicts.
  • Prepare meeting agendas, briefing notes, presentations, and ensure all relevant documentation is distributed in advance.
  • Attend key meetings, record minutes, track action items, and follow up with stakeholders to ensure timely completion.
  • Manage reminders for appointments, court dates, deadlines, key milestones, and maintain an up-to-date database of contacts and stakeholders.
Email & Communication Management
  • Manage the CEO's Gmail, Outlook, and shared inboxes by prioritizing correspondence, organizing emails, and drafting responses for review.
  • Prepare a daily executive briefing summarizing priority emails, meetings, deadlines, and key business updates.
  • Draft, edit, and proofread correspondence, reports, presentations, and client communications to ensure accuracy and professionalism.
Finance & Expense Administration
  • Process approved payments for subscriptions, recurring services, and vendor invoices while maintaining accurate financial records and supporting documentation.
  • Reconcile monthly expenses, maintain a live expense tracker, and prepare financial summaries highlighting budgets, renewals, variances, and pending approvals.
  • Support financial reporting, budget monitoring, expense analysis, audit preparation, and liaise with banks, vendors, and service providers as required.
HR Administration Support
  • Support employee onboarding, offboarding, recruitment administration, and candidate reference checks.
  • Maintain confidential employee records and provide general administrative support to the HR function.
Legal & Company Affairs Coordination
  • Coordinate testamentary matters by organizing documentation, tracking court dates, maintaining correspondence logs, and liaising with legal representatives.
  • Coordinate company secretarial matters, including statutory filings, board resolutions, contract renewals, and compliance calendars.
  • Maintain an organized repository of legal documents, contracts, NDAs, licenses, and monitor renewal and expiry dates.
Operations & Administrative Support
  • Coordinate business travel arrangements, including flights, visas, accommodation, transportation, and travel itineraries.
  • Organize executive meetings, internal events, town halls, and company functions, managing logistics such as venues, invitations, catering, and technology requirements.

Required Skill and Qualifications

Essential Skills, Knowledge & Experience 
  • Diploma or Bachelor’s degree in business administration, Management, Human Resources, Finance, or a related field.
  • Minimum 3–5 years of experience in an Executive Assistant, Personal Assistant, Executive Coordinator, or similar role supporting senior leadership.
  • Strong proficiency in Microsoft Office Suite, Google Workspace, and calendar management systems.
  • Experience handling confidential information with professionalism and discretion.
  • Exceptional organizational and time-management skills.
  • Strong verbal and written communication abilities.
  • Familiarity with basic finance administration, HR processes, and legal documentation is advantageous.
Personal Attributes 
  • Must be accountable with a strong work ethic, a sense of urgency and ownership, and be able to work effectively both independently and as part of a team.
  • Data driven, highly organized, and detailed oriented.
  • Able to deliver as efficiently as possible without compromising quality or the customer experience.
  • First class communicator with an ability to engage sales teams, operational teams and customer stakeholders up to a senior level with confidence.
  • Efficient in approach, developing optimized and simple working methods and processes with a keen eye for detail.
  • Continually improving, caring about quality, and delivering customer value.

Benefits

Work Environment 
  • General Work Hours: 9.00AM – 6.00PM Sri Lanka Time – 45hrs/week.
  • Location: Colombo 05, Hybrid working: 2 days in-office, 3 days’ work from home.
  • Benefits: Paid leave, career upskilling opportunities, eLearning courses.

A Flexible Approach
to Work

OfficeRemote
Team working remotelyTeam event

Work from where you perform best

Whether from your home office, coworking space, or our Porto HQ, you have the freedom to choose.

Earn above the Sri Lankan market

Work with international companies and get paid accordingly.

EPF/ETF included

We operate as a registered Sri Lankan employer.

Flexible Remote Work

Your work hours are flexible. Work remote.

Career Growth & Support

A dedicated team that handles your hardware, HR, and growth.

Health Insurance & Benefits

Comprehensive health insurance coverage, plus additional benefits.

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