Personal Assistant – Operations & Project Support

Urban Art Australia delivers custom murals, graffiti art, and large-scale street art projects for clients across Australia. We work with businesses, councils, schools, and developers to transform spaces through bold, professionally managed creative projects.
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 ManagementManage day-to-day email and phone communication with clients, artists, and suppliersProvide clear updates, request information, and follow up as neededUse time-bound communication with clear deadlines and next stepsEnsure conversations progress and don’t stall
Project & Task Management
Keep projects and tasks up to date in Monday.comCapture tasks from emails, calls, and conversationsEnsure tasks are assigned, followed up, and closedMaintain accurate project statuses that reflect real progress
Client Admin & Accounting Support
Create and send quotes using approved templatesFollow up on quote approvals, deposits, and outstanding paymentsAssist clients with payment questionsHelp ensure cash flow isn’t delayed due to missed follow-ups
Calendar & Scheduling
Schedule calls, site visits, installs, and meetingsCoordinate availability between the owner, artists, and clientsConfirm times, locations, and details in advanceKeep the calendar organised and realistic
Follow-Ups & Loose Ends
Track open loops across communication, projects, and adminFollow up proactively without being askedClose loops and confirm outcomes once tasks are complete
What We’re Looking For
Must-Have
Excellent written and verbal communication skillsStrong organisational skills and attention to detailConfidence communicating with clients and suppliersAbility to manage multiple projects and conversations at onceProactive mindset — you follow things up and keep things moving
Nice-to-Have
Experience in a creative, project-based, or small business environmentFamiliarity with Monday.com or similar project management toolsGraphic 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 expectationsAfter 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 Friday9:00am – 5:00pmFull-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.