Beyond The Vines is a multidisciplinary design studio based in Singapore, with a physical and online retail presence in Singapore and the region.
We are looking for an experienced, highly organised, and proactive Personal Assistant to provide dedicated administrative support to our two Founders. This role will support both business and personal administration, helping the Founders manage their schedules, communications, travel, meetings, follow-ups, and day-to-day priorities. The ideal candidate should be discreet, responsive, resourceful, and comfortable working remotely with senior leaders in a fast-paced, design-led retail business. This role is suitable for someone who has prior experience supporting founders, CEOs, business owners, or senior executives, and is confident communicating in clear, professional English.
Requirements include:
Executive Calendar & Schedule Management
- Manage the Founders day-to-day work and personal calendars, including meetings, appointments, calls, events, travel, and personal commitments.
- Coordinate internal and external meetings across different time zones, ensuring schedules are well-organised and conflicts are managed proactively.
- Maintain close communication with both Founders to keep them updated on upcoming commitments, priorities, deadlines, and follow-ups.
- Prepare reminders, daily or weekly schedule summaries, and relevant information ahead of meetings or appointments.
Meeting & Business Support
- Assist with the coordination of meetings, events, and business appointments involving the Founders.
- Prepare meeting agendas, take meeting notes where required, and track follow-up items to ensure timely completion.
- Support the preparation, formatting, and consolidation of meeting materials, reports, presentations, and decks for internal meetings, external parties, shareholders, partners, and other stakeholders.
- Help track key business priorities, pending decisions, and action items across different departments or workstreams.
Travel & Itinerary Coordination
- Coordinate business and personal travel arrangements, including flights, accommodation, ground transport, visas, restaurant bookings, appointments, and itinerary planning.
- Prepare clear and detailed travel itineraries, including booking confirmations, contact details, schedules, and relevant documents.
- Monitor travel changes or disruptions where needed and assist with adjustments to bookings or plans.
Personal Administration
- Provide personal administrative support to the Founders, including appointment scheduling, reservations, household or family-related coordination, gifting, errands coordination, and lifestyle bookings.
- Assist with the coordination of personal events, celebrations, family-related schedules, and other personal arrangements as required.
- Liaise with external service providers, vendors, household contacts, and other personal stakeholders on behalf of the Founders when needed.
- Handle all personal information and arrangements with discretion, confidentiality, and sensitivity.
Administrative Organisation
- Maintain organised records of key documents, meeting notes, travel details, contact lists, bookings, expenses, receipts, invoices, and other administrative information.
- Assist with expense tracking, receipt collation, reimbursement submissions, invoice coordination, and basic administrative follow-ups.
- Conduct ad hoc research, information gathering, vendor comparisons, booking options, and other administrative tasks to support the Founders decision-making.
Requirements include:
- Prior experience as a Personal Assistant, Executive Assistant or similar role supporting senior executives, founders, and business owners.
- Strong written and spoken English, with the ability to communicate professionally with internal and external stakeholders.
- Highly organised, detail-oriented, and able to manage multiple priorities across both work and personal matters.
- Comfortable working remotely and independently, while remaining responsive and proactive.
- Strong calendar management, coordination, follow-up, and administrative skills.
- Able to handle confidential and sensitive information with maturity and discretion.
- Resourceful, reliable, and able to anticipate needs before being asked.
- Comfortable with tools such as Microsoft Office, Teams, and Zoom.
- Experience supporting executives across multiple time zones would be an advantage.
- Prior experience in retail, creative, lifestyle, fashion, hospitality, or founder-led companies would be a plus.
