Personal Assistant (Business Admin)

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

• Transport allowances provided