Personal Assistant & Projects Coordinator (Hybrid/Remote)

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

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