Assistant Project Coordinator

Creative Art Project Coordinator

Location: Sydney, NSW (Hybrid Role)Employment Type: Part-timeSalary: Competitive, based on experience

About Art Pharmacy & Sugar Glider Digital

Art Pharmacy and Sugar Glider Digital are pioneering, women-owned businesses specialising in curating, commissioning, and integrating art into diverse spaces, from corporate environments to large-scale public art and digital installations.

Art Pharmacy is a B Corp-certified art consultancy committed to social impact, community engagement, and fostering meaningful collaborations between artists, clients, and suppliers.

Sugar Glider Digital focuses on digital art, interactive installations, and technology-driven creative solutions. Both companies shape innovative and thought-provoking projects in the built environment, placemaking, and digital spaces.

About the Role

We seek a highly strategic, organised, and proactive Project Officer to support the Founder & Director in leading Art Pharmacy and Sugar Glider Digital. This is a critical role, and I am responsible for business operations, governance, strategic project oversight, and high-level client and stakeholder engagement.

You will work closely with internal and external stakeholders, managing key administrative and operational functions to support the growth and impact of both businesses.

This role requires a problem solver, a forward-thinker, and a confident leader who can operate in a fast-paced, creative environment.

Key ResponsibilitiesExecutive & Strategic Support
- Provide high-level support to the Founder & Director, including diary management, meeting coordination, and preparing reports.
- Oversee strategic projects and ensure deadlines are met across key initiatives.
- Liaise with key stakeholders, including clients, government bodies, corporate partners, and artists.
- Coordinate Board and Advisory meetings, including agenda preparation, minute-taking, and follow-ups.

Business Operations
- Implement and improve business processes, policies, and systems to enhance efficiency.
- Ensure compliance with B Corp standards, ethical sourcing policies, and governance requirements.
- Develop and maintain contracts with clients, artists, and suppliers
- Maintain and update filing systems and templates
- Manage financial administration, including overseeing budgets, invoices, and supplier payments in collaboration with finance partners.

Project & Client Management
- Support the development and execution of public, digital, and placemaking projects.
- Develop and manage project budgets and timelines
- Oversee client relationships, ensuring exceptional service and communication.
- Track project variations, budgets, and deliverables to ensure seamless execution.
- Provide guidance and support to project teams, ensuring smooth workflow and coordination.

Grants, Tenders, & Business Development
- Lead or assist with grant, tender, and RFQ submissions.
- Drive project scoping conversations
- Identify opportunities for new partnerships and collaborations to drive growth.

Marketing & Public Engagement
- Oversee brand positioning and external communications in collaboration with marketing teams.
- Support key events, conferences, and industry networking to enhance brand visibility.
- Manage and improve membership and client engagement strategies.

Social Impact & Community Engagement
- Support and implement the Social Impact Tool to measure and communicate project impact.
- Oversee flourishing networking initiatives, ensuring strong community and industry engagement

Criteria - Who We’re Looking For

Strong leadership and operational management skills, with the ability to work in a fast-paced, creative environment.

Experience in arts, digital media, placemaking, or cultural consultancy is preferred.

Excellent stakeholder engagement skills, with experience working with corporate clients, government agencies, and artists.

Strong administrative and organisational skills, attention to detail and strategic foresight.

Proven experience in contract management, financial oversight, and business governance

Experience managing tenders, grants, or business development initiatives.

Ability to multi-task, problem-solve, and work independently while supporting a small, high-performing team.

What’s in It for You?

Competitive salary based on experience.

Flexible work-life balance, including hybrid work

The chance to be part of two innovative and socially impactful companies at the forefront of art and digital placemaking.

Opportunities to engage deeply with artists, clients, and stakeholders on groundbreaking projects.

A supportive and communicative team where strategic thinking and new ideas are encouraged.

We Value Diversity

At Art Pharmacy and Sugar Glider Digital, we know our capacity to do great work is strengthened when our team includes a variety of experiences and perspectives. We encourage applicants from all backgrounds to apply.

How to Apply

Applications close: 16th Mar