Admin Executive / Assistant

ETHAN INTERIORS PTE. LTD.; Singapore; On-site; SGD 36,000 - 51,000; Full time

Job summary

Ethan Interiors Pte Ltd is seeking an Administrative Executive / Assistant on a maternity cover basis to support the COO and Director, manage office operations, and assist the finance team with basic accounting tasks.

Ideal candidates are organized, comfortable with numbers, and able to multi-task across admin, inventory, quotations, and procurement while maintaining confidentiality in a growing SME environment.

Qualifications

• 1–3+ years in admin, EA, or finance support.
• Comfortable with numbers and data entry; detail-oriented.
• Proficient in Excel/Google Sheets and MS Office; Xero/QuickBooks a plus.
• Strong meeting coordination and minute-taking skills.
• Highly organized; able to manage multiple tasks across stakeholders (COO, Accountant, CEO).
• Excellent written and verbal communication; discreet with confidential information.
• Reliable, independent, proactive in a fast-paced SME environment.

Responsibilities

• Organise and schedule meetings with relevant personnel.
• Prepare paperwork and attend meetings with the Director.
• Plan meetings and take detailed minutes.
• Prepare and distribute memos to team members.
• Attend to incoming calls/messages from subcontractors.
• Provide admin/backend support to the Director & COO.
• Ensure smooth day-to-day operation of the office.
• Update and maintain office policies and procedures.
• Own and improve day-to-day admin systems and processes.
• Assist with day-to-day financial administrative tasks.
• Process invoices, receipts, and payment documentation.
• Maintain financial records/spreadsheets as directed by the Accountant.
• Track and manage office and project material inventory.
• Coordinate with project teams, vendors, and clients on administrative matters.
• Handle general office administration: supplies, vendor liaison, basic HR onboarding support.
• Prepare client quotations and support basic quantity surveying tasks.
• Coordinate with CEO and project teams to ensure quotations are accurate and timely.
• Support other general administrative tasks.

Skills

Excel/Google Sheets

MS Office

Meeting coordination

Minute taking

Data entry

Attention to detail

Tools

Xero

QuickBooks

Job description

Job Title: Administrative Executive / Assistant

Maternity cover, with strong potential to convert to a permanent role

Company: Ethan Interiors Pte Ltd

Location: 213 Henderson Road

Position Type: Full-Time

About Us

Ethan Interiors Pte Ltd is a dynamic and innovative interior design boutique firm dedicated to serving our clients and provide our best interior designing services according to their requirements and our designers are there to also impart their professional opinions and knowledge on how to make it even better.

We pride ourselves on our commitment to excellence and our passion for interior designing. As we continue to grow, we are seeking a proactive and organized Administrative Assistant to join our team and support our daily operations.

About the Role

Ethan Interiors is an interior design firm (25–50 staff) working across residential, commercial, and landed projects. We're looking for a versatile Admin Executive / Assistant to cover for our current Admin Executive during her maternity leave. This is a hands-on, ground-covering role spanning executive/office support, financial administration, inventory management, and quotation support — ideal for someone who's organized, numbers-comfortable, and happy wearing multiple hats. While this position starts as maternity cover, there is a clear path to a permanent role for the right candidate.

Key Responsibilities

Executive & Office Support (supporting the COO)

• Organise and schedule meetings with all relevant personnel

• Prepare all relevant paperwork/documents required and attend meetings with the Director

• Plan meetings and take detailed minutes for all meetings

• Prepare and distribute corresponding memos to relevant team members

• Attend to all incoming calls/messages from subcontractors promptly

• Provide day-to-day administrative/backend support to the Director & COO

• Ensure smooth day-to-day operation of the office

Systems & Process Improvement

• Update and maintain office policies and procedures

• Own and improve day-to-day administrative systems and processes (filing, documentation, scheduling) — this is a firm actively professionalizing its operations, so process improvement is core to the role, not a side task

• Show initiative in providing ideas and solutions to improve workplace processes

Financial Administration (supporting the Accountant)

• Assist with day-to-day financial administrative tasks — data entry, filing, and record-keeping

• Process invoices, receipts, and payment documentation accurately and on time

• Maintain and update financial records/spreadsheets as directed by the Accountant

Office & Inventory Management

• Track and manage office and project material inventory, including stock counts and reordering

• Coordinate with project teams, vendors, and clients on administrative matters (contracts, invoices, procurement paperwork)

• Handle general office administration: supplies, vendor liaison, basic HR/onboarding support as needed

Quotation & Quantity Surveying Support (supporting the CEO)

• Prepare and generate client quotations based on project scope and specifications

• Support basic quantity surveying tasks — measurements, take-offs, and cost estimation for materials/works

• Coordinate with the CEO and project teams to ensure quotations are accurate and timely

General Admin

• Support on any other general administrative tasks

Requirements

• 1–3+ years in an admin, EA, or finance support role; experience in interior design, construction, or renovation industry preferred

• Comfortable with numbers and data entry; strong attention to detail and accuracy

• Proficient in Excel/Google Sheets and MS Office/Google Workspace; exposure to accounting software (e.g., Xero, QuickBooks) a plus

• Basic understanding of quotations preparation, or willingness to learn

• Strong meeting coordination and minute-taking skills

• Highly organized, able to manage multiple concurrent tasks across different functions and stakeholders (COO, Accountant, CEO)

• Excellent written and verbal communication skills; comfortable exercising discretion with confidential information

• Reliable, independent, proactive, and comfortable in a fast-paced, growing SME environment

Nice to Have

• Prior exposure to quantity surveying or cost estimation in the built environment/renovation industry

• Prior experience supporting a C-suite or founder-level executive

• Experience covering a role during a colleague's leave (adaptable, quick onboarding)