Administrative Assistant and PA to Managing-Director

Company Overview

studioMilou is an award-winning international architectural practice based in Paris, Singapore, and Melbourne, known for cultural, adaptive reuse, institutional, and high-end residential projects that enrich communities through inspired, sustainable design.

Job Summary

studioMilou Singapore seeks an Administrative Assistant who will also act as Personal Assistant to the Managing Director. This dual role supports studio operations and provides direct, confidential assistance to the Managing Director.

Responsibilities

• Greet visitors, answer calls, and manage general enquiries and correspondence to maintain a professional front desk experience
• Organise and maintain physical and digital filing systems and project documentation for easy retrieval and accuracy
• Prepare, format, and compile tender submissions, reports, and presentations to support project delivery
• Schedule meetings and coordinate meeting room bookings to optimise team collaboration
• Arrange travel, accommodation, visas, and logistics for staff, visiting consultants, and the Managing Director to ensure smooth business operations
• Process invoices, expense claims, and petty cash while maintaining accurate financial records for the Office Administrator
• Order and manage office supplies and liaise with vendors, building management, and service providers to maintain office functionality
• Support HR administration by managing onboarding paperwork, leave records, and staff files to ensure compliance and organisation
• Assist in organising studio events, client visits, and presentations to enhance team engagement and client relations
• Provide general administrative support to the architectural team to facilitate project workflows
• Maintain the office calendar and the Managing Director’s personal calendar, coordinating appointments, deadlines, and travel across Singapore and Hanoi offices and time zones to ensure effective time management
• Prepare and follow up on correspondence, meeting agendas, and minutes on behalf of the Managing Director
• Handle personal administrative matters for the Managing Director with discretion and confidentiality

Preferred competencies and qualifications

• Diploma or certificate in business administration or a related field
• 2–4 years of administrative or personal assistant experience; experience in architectural, design, or construction firms is advantageous
• Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint); familiarity with Adobe Acrobat or InDesign is a plus
• Strong organisational skills with attention to detail and ability to manage multiple tasks simultaneously
• Discretion, reliability, and professionalism in handling confidential matters
• Friendly, collaborative team spirit and excellent personal presentation suited to a studio environment