Personal Assistant

OnHires; Singapore; On-site; SGD 40,000 - 60,000; Full time

Job summary

A boutique design studio in Singapore is seeking a Personal Assistant (PA) to support its Founder with administrative and personal tasks. The role includes managing schedules, coordinating meetings, and facilitating communication with clients and partners. The ideal candidate should have 2+ years of experience in similar roles, outstanding organizational skills, and proficiency with Google Workspace. This position offers a chance to contribute to creative projects in a dynamic environment while gaining insight into high-end design industry operations.

Benefits

Collaborative environment

Direct insight into design industry

Qualifications

• Proven experience (2+ years) as a Personal Assistant or similar role.
• Exceptional organizational and time-management skills.
• Strong written and verbal communication abilities.

Responsibilities

• Manage the Founder's calendar and appointments.
• Coordinate internal and external meetings and travel.
• Serve as a point of contact for clients and partners.

Skills

Organizational skills

Time-management abilities

Discretion and confidentiality

Communication skills

Proficiency with Google Workspace

Proactive attitude

Tools

Google Workspace

Asana

Trello

Job description

Location: Singapore

About the Company

We are a boutique, Singapore-based interior design and renovation studio committed to delivering exceptional, end-to-end residential projects. Our focus is on collaborative, transparent, and high-quality execution, ensuring a seamless journey from initial concept to final project delivery.

Role Overview

We are seeking a highly organized, discreet, and proactive Personal Assistant (PA) to provide comprehensive support to our Founder. This pivotal role is perfect for a self-starter who thrives in a creative, fast-paced environment and possesses the multitasking ability to handle both high-level administrative tasks and hands-on project support, ensuring the entire studio's operations run smoothly as we continue to scale. You will be the Founder's right hand, managing both business and personal priorities.

Key Responsibilities

Executive & Administrative Support

• Manage the Founder’s complex calendar, appointments, and daily schedule with high precision and foresight;
• Coordinate internal meetings, external studio visits, critical client presentations, and detailed travel arrangements;
• Screen and prioritize emails, messages, and incoming requests, ensuring rapid triage and timely responses on the Founder’s behalf;
• Prepare meeting agendas, accurately take meeting notes, and diligently track all resulting action items across teams.

Operations & Studio Coordination

• Assist with the organizational aspects of projects, managing timelines, and ensuring timely follow-ups with key vendors, contractors, and specialized suppliers;
• Support the Founder in logistics management, including coordinating design samples, organizing mood boards, managing product orders, and overseeing procurement timelines;
• Maintain highly organized digital and physical filing systems for critical documentation, including contracts, invoices, and project history;
• Collaborate with managers and team leaders across departments to maintain and improve small internal processes necessary to ensure smooth, efficient studio operations.

Client & Partner Communication

• Serve as a professional, polished, and friendly point of contact for clients and partners on behalf of the Founder and the studio;
• Draft professional correspondence, schedule client check-in calls, and prepare essential presentation materials and documents;
• Assist in the seamless onboarding process for new clients and coordinate the efficient flow of information between external parties and the internal design team.

Creative & Brand Support (As Needed)

• Assist in creative discovery by gathering inspiration, conducting light market research, and sourcing design materials for upcoming residential projects;
• Provide coordination support for professional photoshoots, manage social media scheduling, or assist with light marketing tasks, depending on your skillset;
• Support the preparation of high-impact pitch decks, lookbooks, or detailed design proposals.

Personal Assistance

• Handle personal errands, manage reservations, coordinate appointments, and assist with miscellaneous daily tasks to free up the Founder’s time;
• Manage small household or lifestyle tasks that allow the Founder to maintain focus and prioritize the studio's business demands.

Qualifications

• Proven experience (2+ years preferred) as a Personal Assistant, Executive Assistant, or a similar high-support administrative role. Experience in a creative, design-focused, or architecture firm is a significant advantage;
• Exceptional organizational skills, stellar time-management abilities, and impeccable attention to detail.
• A high level of discretion, professionalism, confidentiality, and emotional intelligence;
• Strong written and verbal communication skills, with the ability to draft professional correspondence confidently;
• Comfortable juggling multiple, often competing priorities and swiftly adjusting to shifting needs in a dynamic environment;
• Proficiency with Google Workspace (Calendar, Docs, Sheets) and experience with task/project management tools (e.g., Asana, Notion, Trello);
• A proactive, solutions-oriented, "can-do" attitude with a genuine passion for supporting creative and operational excellence.

Why Join Our Team?

This is a unique opportunity to work at the heart of a flourishing design studio, gaining direct insight into the high-end design and renovation industry. You will be instrumental in the Founder’s success and the efficient execution of all our high-profile projects. We offer a highly collaborative environment where your contributions are immediately recognized and valued.