Personal Assistant

2 weeks ago

Singapore ETHAN INTERIORS PTE. LTD. Full time

**Job Title**:
Personal Assistant to Interior Design Director

**Reports To**:
Studio Director

**Job Purpose**:
To provide comprehensive administrative and personal support to the Studio Director, ensuring smooth day-to-day operations, efficient team-to-project coordination, and effective client communications. The role requires exceptional organizational skills, intiative, discretion, and the ability to manage multiple priorities in a fast-paced, design-focused environment.

**Key Responsibilities**:
**Administrative & Diary Management**
- Manage the Director’s calendar, schedule meetings, and coordinate client and project arrangements.
- Organize and prepare documents, presentations, and reports for client and internal meetings.

**Project Coordination**
- Assist with tracking project timelines, budgets, and deliverables.
- Liaise with contractors, suppliers, and clients to ensure smooth project execution.
- Maintain design project files, mood boards, and sample libraries.

**Client Liaison & Designer Coordination**
- Coordinate with the Interior Designer to prepare proposals, quotations, and client communications.
- Coordinate with the Project Manager in scheduling site visits, contractor's appointments, and onsite client discussions.
- Ensure client satisfaction by facilitating timely follow-ups and updates from the Director's team.

**Research & Procurement Support**
- Source and order materials, furniture, and accessories.
- Research suppliers, products, and design trends.
- Maintain accurate records of purchases and supplier contracts.

**Personal Support to Director**
- Assist with personal errands, reservations, and occasional private event planning.
- Manage confidential information with discretion.
- Provide ad-hoc support for personal and household matters.

**Key Skills & Attributes**:

- Strong organizational and time management skills.
- Excellent written and verbal communication.
- High attention to detail and ability to work independently.
- Proficiency in MS Office, Google Workspace, and project management tools.
- Knowledge of design software (e.g., AutoCAD, SketchUp, Adobe Creative Suite) is an advantage.
- Discretion, reliability, and a polished professional demeanor.

**Qualifications & Experience**:

- Minimum 2-3 years’ experience as a PA, EA, or project coordinator (preferably in a creative or design industry).
- Background in interior design, architecture, or related field preferred but not essential.
- Experience managing multiple stakeholders and handling sensitive information.

**Working Conditions**:

- Full-time, office-based with flexibility for site visits and occasional travel.
- After-hours work will be required for client meetings.

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