Personal Assistant

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.

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