Personal Assistant (Business Admin)

ETHAN INTERIORS PTE. LTD.; Singapore; On-site; SGD 27,000 - 50,000; Full time

Benefits offered by this job

Transport allowances

Job summary

ETHAN INTERIORS PTE. LTD.

in Singapore is seeking a highly capable Personal Assistant to act as a trusted extension of the Founder, owning execution, coordination, and follow-through to keep strategy, design direction, and business growth on track. This role emphasizes reducing need for repeated instructions, translating high-level direction into action, and proactively keeping both the business and studio operations running smoothly.

Qualifications

• Proven experience as Personal Assistant or Executive Assistant to senior leaders.
• Experience supporting founders or senior executives in a fast-moving studio or creative environment.
• Exceptional organizational and time-management skills with strong attention to detail.
• High level of discretion, professionalism, and emotional intelligence.
• Proficient with Google Workspace and task/project management tools.

Responsibilities

• Manage the Founder’s calendar, appointments, and daily schedule with active prioritisation.
• Coordinate meetings, studio visits, client presentations, and travel arrangements.
• Screen and respond to emails and requests with sound judgment; prepare meeting agendas.
• Flag conflicts, deadlines, and risks; track action items to completion.
• Break down high-level instructions into clear tasks with deadlines and owners.
• Follow up with staff, vendors, and partners without repeated prompting; close loops.
• Maintain project organisation, timelines, and documentation; support studio operations.

Skills

Proactive mindset

Strong judgment

Discretion

Exceptional organizational skills

Effective communication

Tools

Google Workspace

Project management tools (Notion/Asana/ClickUp)

Job description

Personal Assistant (PA)

Personal Assistant to Founder (High-Autonomy, Studio & Operations Support)
We are seeking a highly capable Personal Assistant to act as a trusted extension of the Founder, taking ownership of execution, coordination, and follow-through so the Founder can focus on strategy, design direction, and business growth.

This role is ideal for someone who reduces the need for repeated instructions, translates high-level direction into action, and proactively keeps both the business and studio operations running smoothly.

Core Responsibilities

1. Executive & Administrative Support (Priority & Time Protection)

• Manage the Founder’s calendar, appointments, and daily schedule with active prioritisation


• Coordinate meetings, studio visits, client presentations, and travel arrangements


• Screen, triage, and respond to emails, messages, and requests using sound judgment


• Prepare meeting agendas, take concise notes, and track action items to completion


• Flag conflicts, deadlines, and risks before they become urgent

Success metric: The Founder spends less time clarifying, rescheduling, or chasing follow-ups.

2. Instruction Translation & Follow-Through

• Receive high-level or unstructured instructions (verbal, WhatsApp, meetings)


• Break them down into:
  
  
  
  • Clear tasks
  
  
  • Responsible parties
  
  
  • Deadlines
  
  
  
  


• Follow up with operational staff, vendors, and partners without repeated prompting


• Close loops and report outcomes clearly

This role is not just about passing messages—it is about ensuring things get done.

3. Operations & Studio Coordination

• Assist with project organisation, timelines, and follow-ups with vendors, contractors, and suppliers


• Support design operations including:
  
  
  
  • Samples
  
  
  • Mood boards
  
  
  • Client Quotations & Timelines
    
  
  
  
  


• Maintain organised digital and physical filing systems for:
  
  
  
  • Contracts
  
  
  • Invoices
  
  
  • Project documentation
  
  
  
  


• Work with designers and project team leads to maintain or improve simple internal processes as the studio scales

4. Client & Partner Communication

• Serve as a professional, warm, and reliable point of contact on behalf of the Founder


• Draft correspondence, schedule client check-ins, and prepare presentation materials


• Assist with onboarding new clients and coordinating information flow across teams


• Summarise long client or partner threads into clear next steps

5. Information & Task Management

• Maintain a clean, reliable task-tracking system (Notion, Asana, ClickUp, etc.)


• Prepare briefs, summaries, and materials ahead of meetings


• Ensure information is easy to retrieve and up to date

6. Creative & Brand Support (As Needed)

• Conduct light research and gather inspiration for upcoming projects


• Assist with sourcing materials and references


• Coordinate photoshoots, social media scheduling, or marketing tasks depending on skillset


• Support preparation of pitch decks, lookbooks, or design proposals

7. Personal Assistance

• Assist with personal errands, reservations, scheduling, and daily logistics


• Manage small household or lifestyle tasks that allow the Founder to stay focused on the business

What Success Looks Like

• Fewer repeated explanations to staff and vendors


• Fewer last-minute issues and emergencies


• Clear visibility on task status without micromanagement


• Improved flow of information across the studio


• The Founder regains time, focus, and mental space

Required Traits & Mindset

• Strong judgment and common sense


• Proactive and ownership-driven


• Comfortable working with ambiguity


• Detail-oriented without being slow


• Calm, organised, and discreet


• Willing to follow up, remind, and push when needed

Qualifications

• Proven experience as a Personal Assistant, Executive Assistant, or similar role


• Experience in a creative, design, or agency environment is a plus


• Exceptional organisational and time-management skills


• High level of discretion, professionalism, and emotional intelligence


• Strong written and verbal communication skills


• Comfortable juggling multiple priorities in a fast-moving environment


• Proficient with Google Workspace and task/project management tools


• A proactive, “can-do” attitude with genuine interest in supporting creative work

This Role Is NOT Suitable If:

• You need step-by-step instructions for most tasks


• You are uncomfortable making judgement calls


• You dislike following up or holding people accountable


• You wait to be told what to do


• You avoid ownership

Salary : $2,400 – 4,500/month

• Transport allowances provided