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 headspace 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 : $2,600 – 3,800/month Transport allowances provided