Administrative Executive — Maternity Cover with Growth to Permanent

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

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.