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