Personal Assistant – Operations & Project Support

Urban Art Australia; Sydney; Hybrid; AUD 65,000 - 90,000; Full time

Job summary

Urban Art Australia is seeking a highly organized Personal Assistant – Operations & Project Support to join our Sydney-based team on a full-time basis (Mon-Fri). You will be the central point for client communication, project tracking, admin tasks, and timely follow-ups to keep projects moving smoothly.

You’ll work closely with the business owner and coordinate with clients, artists, and suppliers. The role prioritizes proactive communication, meticulous scheduling, and reliable task

Qualifications

• Excellent written and verbal communication across stakeholders.
• Strong organisational skills with attention to detail.
• Confident communicating with clients and suppliers.
• Ability to manage multiple projects and conversations simultaneously.
• Proactive mindset with consistent follow-up to keep work moving.

Responsibilities

• Communication Management: manage day-to-day email and phone comms with clients, artists and suppliers; provide updates and follow up with deadlines.
• Project & Task Management: keep projects in Monday.com, capture tasks from communications, ensure progress and closure.
• Client Admin & Accounting Support: prepare quotes, follow up on approvals and deposits, assist with payments.
• Calendar & Scheduling: arrange calls, site visits, installs, and meetings; coordinate owner, artists, and clients.
• Follow-Ups & Loose Ends: track open loops and close them with clear outcomes.

Skills

Excellent communication

Organisational skills

Client & supplier communication

Project & multitasking

Proactive follow‑up

Tools

Monday.com

Job description

We deliver custom murals, graffiti art, and large-scale street art projects for clients across Australia. We work with brands, businesses, councils, schools, and developers to transform spaces through bold, professionally managed creative projects.

www.urbanartaustralia.com.au

Behind the scenes, our work involves coordinating artists, clients, suppliers, schedules, payments, and approvals — and that’s where this role is critical.

Role Description

We’re looking for a highly organised Personal Assistant – Operations & Project Support to join our team on a full-time basis (Monday to Friday).

This role is ideal for someone who genuinely enjoys keeping things organised, communicating with people, and making sure projects move forward without delays. You’ll be a central point of support across client communication, project tracking, admin, and follow-ups — helping keep the business running smoothly day to day.

You’ll work closely with the business owner and interact regularly with clients, artists, and suppliers. Your job is to ensure nothing stalls due to missed details, unclear next steps, or lack of follow-up.

This role suits someone confident, proactive, and comfortable taking ownership of communication and coordination.

Key Responsibilities

• Communication Management
• Manage day-to-day email and phone communication with clients, artists, and suppliers
• Provide clear updates, request information, and follow up as needed
• Use time-bound communication with clear deadlines and next steps
• Ensure conversations progress and don’t stall

Project & Task Management

• Keep projects and tasks up to date in Monday.com
• Capture tasks from emails, calls, and conversations
• Ensure tasks are assigned, followed up, and closed
• Maintain accurate project statuses that reflect real progress

Client Admin & Accounting Support

• Create and send quotes using approved templates
• Follow up on quote approvals, deposits, and outstanding payments
• Assist clients with payment questions
• Help ensure cash flow isn’t delayed due to missed follow-ups

Calendar & Scheduling

• Schedule calls, site visits, installs, and meetings
• Coordinate availability between the owner, artists, and clients
• Confirm times, locations, and details in advance
• Keep the calendar organised and realistic

Follow-Ups & Loose Ends

• Track open loops across communication, projects, and admin
• Follow up proactively without being asked
• Close loops and confirm outcomes once tasks are complete

What We’re Looking For

Must-Have

• Excellent written and verbal communication skills
• Strong organisational skills and attention to detail
• Confidence communicating with clients and suppliers
• Ability to manage multiple projects and conversations at once
• Proactive mindset — you follow things up and keep things moving

Sydney-based preferred. Applicants within reasonable travelling distance of Sydney will also be considered. Regular in-person availability in Sydney is required.

Nice-to-Have

• Experience in a creative, project-based, or small business environment.
• Familiarity with Monday.com or similar project management tools.
• Graphic design skills.

Please Note

• Onboarding will take place in the Wollongong area and will most likely be in person for the first few weeks to ensure you fully understand the role, systems, and expectations.
• After onboarding, we would expect to meet in person a around once a month in Sydney.
• While in-person time is required, this role will transition to mostly remote work once you’re up and running

Work Days & Hours

• Monday to Friday
• 9:00am – 5:00pm
• Full-time position

Remote once fully onboarded, with in-person meetings as required

This role is best suited to someone based in Sydney who enjoys flexibility, autonomy, and a role where being organised and proactive really matters.