Personal Assistant

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.
• Handle email correspondence and filter communication on behalf of the Director.

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.