Admin Executive / Assistant
Job Title: Administrative Executive / Assistant Maternity cover, with strong potential to convert to a permanent role
Company: Ethan Interiors Pte Ltd Location: 213 Henderson Road Position Type: Full-Time
About Us Ethan Interiors Pte Ltd is a dynamic and innovative interior design boutique firm dedicated to serving our clients and provide our best interior designing services according to their requirements and our designers are there to also impart their professional opinions and knowledge on how to make it even better. We pride ourselves on our commitment to excellence and our passion for interior designing. As we continue to grow, we are seeking a proactive and organized Administrative Assistant to join our team and support our daily operations.
About the Role Ethan Interiors is an interior design firm (25–50 staff) working across residential, commercial, and landed projects. We're looking for a versatile Admin Executive / Assistant to cover for our current Admin Executive during her maternity leave. This is a hands-on, ground-covering role spanning executive/office support, financial administration, inventory management, and quotation support — ideal for someone who's organized, numbers-comfortable, and happy wearing multiple hats. While this position starts as maternity cover, there is a clear path to a permanent role for the right candidate. Key Responsibilities Executive & Office Support (supporting the COO) Organise and schedule meetings with all relevant personnel
Prepare all relevant paperwork/documents required and attend meetings with the Director
Plan meetings and take detailed minutes for all meetings
Prepare and distribute corresponding memos to relevant team members
Attend to all incoming calls/messages from subcontractors promptly
Provide day-to-day administrative/backend support to the Director & COO
Ensure smooth day-to-day operation of the office
Systems & Process Improvement Update and maintain office policies and procedures
Own and improve day-to-day administrative systems and processes (filing, documentation, scheduling) — this is a firm actively professionalizing its operations, so process improvement is core to the role, not a side task
Show initiative in providing ideas and solutions to improve workplace processes
Financial Administration (supporting the Accountant) Assist with day-to-day financial administrative tasks — data entry, filing, and record-keeping
Process invoices, receipts, and payment documentation accurately and on time
Maintain and update financial records/spreadsheets as directed by the Accountant
Office & Inventory Management Track and manage office and project material inventory, including stock counts and reordering
Coordinate with project teams, vendors, and clients on administrative matters (contracts, invoices, procurement paperwork)
Handle general office administration: supplies, vendor liaison, basic HR/onboarding support as needed
Quotation & Quantity Surveying Support (supporting the CEO) Prepare and generate client quotations based on project scope and specifications
Support basic quantity surveying tasks — measurements, take-offs, and cost estimation for materials/works
Coordinate with the CEO and project teams to ensure quotations are accurate and timely
General Admin Support on any other general administrative tasks
Requirements 1–3+ years in an admin, EA, or finance support role; experience in interior design, construction, or renovation industry preferred
Comfortable with numbers and data entry; strong attention to detail and accuracy
Proficient in Excel/Google Sheets and MS Office/Google Workspace; exposure to accounting software (e.g., Xero, QuickBooks) a plus
Basic understanding of quotations preparation, or willingness to learn
Strong meeting coordination and minute-taking skills
Highly organized, able to manage multiple concurrent tasks across different functions and stakeholders (COO, Accountant, CEO)
Excellent written and verbal communication skills; comfortable exercising discretion with confidential information
Reliable, independent, proactive, and comfortable in a fast-paced, growing SME environment
Nice to Have Prior exposure to quantity surveying or cost estimation in the built environment/renovation industry
Prior experience supporting a C-suite or founder-level executive
Experience covering a role during a colleague's leave (adaptable, quick onboarding)
How to Apply If you are interested in joining our team as an Administrative Assistant, please submit your resume and a cover letter outlining your qualifications and why you are a good fit for this position to .
We look forward to reviewing your application!