Personal Assistant (Business Admin)

ETHAN INTERIORS PTE. LTD.; Singapore; On-site; SGD 20,000 - 60,000; Full time

Job summary

A creative design studio in Singapore is seeking a skilled Personal Assistant to provide high-level support to the Founder. This role demands exceptional organizational skills and proactive management of various tasks to ensure seamless studio operations. Key responsibilities include managing schedules, coordinating projects, and maintaining communication with clients and vendors. The ideal candidate will possess strong judgment, attention to detail, and a proactive attitude, enabling the Founder to focus on strategy and design. Salary range is competitive with year-end bonuses and transport allowances.

Benefits

Attractive year-end bonus

Transport allowances

Qualifications

• Experience managing calendar and scheduling.
• Ability to prioritize tasks and meetings effectively.
• Strong organizational skills to manage multiple projects.

Responsibilities

• Manage the Founder’s calendar and appointments.
• Coordinate meetings and travel arrangements.
• Assist with project organization and vendor coordination.
• Serve as a reliable point of contact on behalf of the Founder.
• Maintain task tracking systems.

Skills

Strong judgment and common sense

Proactive and ownership-driven

Exceptional organisational skills

Strong written and verbal communication skills

Detail-oriented

Comfortable working with ambiguity

Education

Proven experience as a Personal Assistant or Executive Assistant

Experience in a creative or design environment

Tools

Google Workspace

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 judgment 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

• With attractive year-end bonus
• Transport allowances provided