Executive and Legal Assistant to Managing Director

Personal Assistant & Legal Assistant to the Managing Director

Company: GAIA Greenenergy Holdings (Private) Limited

Location: Colombo

Industry: Solar Electric Power Generation

Employment Type: Full-Time

Role Overview

We are looking for an organised, proactive and dependable Personal Assistant & Legal Assistant to the Managing Director. This is a combined role requiring strong executive and personal administrative support to the MD, together with legal, corporate, company secretary and governance assistance in a fast-paced corporate environment.

Key Responsibilities

• Provide direct executive and personal administrative support to the Managing Director, including diary and meeting coordination, travel arrangements, appointments, correspondence and follow-ups.
• Manage competing business and personal priorities, anticipate requirements and provide timely, solution-oriented support to the Managing Director.
• Assist in preparing and reviewing legal documents, contracts, letters, board resolutions and other corporate documentation.
• Support company secretary and board governance matters, including corporate records, statutory filings, renewals, approvals, minutes and deadline tracking.
• Liaise with directors, external lawyers, company secretaries, registered agents, banks, regulators, vendors and other stakeholders.
• Maintain accurate, legal, corporate and confidential records with appropriate document and version control.
• Monitor important legal, corporate and administrative decisions and follow matters through to completion.
• Carry out legal and corporate research and verify unfamiliar processes or requirements before action is taken.
• Provide administrative coordination for projects undertaken by the Managing Director.
• Provide coordination support for marketing activities, including follow-ups with internal teams, service providers and other stakeholders where required.

What We're Looking For

• Currently studying towards or completed an LLB, Attorney-at-Law qualification would be an advantage.
• Approximately 1-2 years of relevant experience in legal, corporate, executive support, administrative or related work is preferred; additional relevant experience would be an advantage.
• A genuine willingness to undertake both the Legal Assistant and Personal Assistant responsibilities of the role.
• Previous experience supporting a CEO, Managing Director, Senior executive or lawyer would be an advantage.
• Knowledge or exposure to corporate, commercial, company secretary or board governance work would be advantageous. Candidates with a sound academic understanding and the ability to learn and verify facts and processes will also be considered.
• Legal drafting experience would be advantageous, together with the ability to research, verify facts and prepare accurate documents.
• Strong communication, organizational, prioritization and time-management skills.
• Good judgment, discretion and the ability to handle confidential and personal information appropriately.
• Proactive and solution-oriented, with the ability to work independently within delegated authority and escalate matters appropriately.
• Strong attention to detail and ability to maintain trackers, records, deadlines and follow-ups.
• Proficiency in Microsoft Office applications.
• Digital marketing or campaign coordination experience would be an advantage.
• Willingness to travel when required and reasonable flexibility to support the Managing Director across time zones when necessary.

Applications

Candidates who are comfortable with the combined legal and PA role of the role are invited to apply via email to kiyasha@gaiagreenenergy.com and nikila@gaiagreenenergy.com.