Personal Assistant Job at OnHires (Singapore)

Personal Assistant

OnHires

Location:
Singapore , Singapore

Category:
Office Administration

Contract Type:
Not provided

Salary:

Not provided

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Job Description:

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.

Job Responsibility:

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
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
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
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
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

Requirements:

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