Fundraising, Philanthropy and Events Assistant

The Fundraising & Events Assistant supports the development strategy across philanthropy, partnerships, grants, venue hire, and income growth.

Position Description| Fundraising, Philanthropy and Events Assistant

Terms & Conditions of Employment

Position Title: Fundraising, Events Assistant

Hours: Monday to Friday, 9am–5pm, with additional hours required from time to time

Location: Sydney, NSW

Terms of Employment: One-year contract, non-ongoing, subject to a three-month probationary review

Base Salary: $78,000 per annum plus superannuation

Start Date: Immediate

Acknowledgement 

Artspace acknowledges the Gadigal people of the Eora Nation as the Traditional Custodians of the lands and waters on which Artspace stands. We acknowledge and pay our respects to all Aboriginal and Torres Strait Islander peoples and their Elders, past and present, as the custodians of the world’s oldest continuous living culture.

Artspace Vision 

Ever changing, ever challenging, Artspace is where audiences engage with the artists and the ideas of our times.

Mission 

Artspace is one of the leading institutions for the production and presentation of contemporary art in the Asia Pacific. Our expansive, multi-platform approach to programming includes new commissions, exhibitions, performances, studio residencies, publishing, public programs, learning and outreach initiatives, and advocacy. Artspace is where artists of all generations test new ideas and shape public conversation. Embracing risk, experimentation, collaboration and advocacy, our mission is to enhance culture and support community vibrancy through a deeper engagement with contemporary art.

About Artspace 

Established in 1983, Artspace is a leading independent, not-for-profit contemporary art space, cultural partner and community resource located in Sydney on Gadigal land. We receive core support from the Federal Government through Creative Australia and the NSW Government through Create NSW. This funding is supplemented by valued contributions from our partners and benefactors.

Position Summary 

The Fundraising & Events Assistant supports the Development Manager in delivering Artspace’s development strategy across philanthropy, partnerships, grants, and venue hire. The role is responsible for coordinating campaign delivery, maintaining CRM systems and financial records, tracking income pipelines, managing invoicing and acknowledgements, and supporting donor and partner communications. The position ensures accurate data management, efficient systems, and timely reporting to support income growth and long-term relationship stewardship.

Reports to: Development Manager and Executive Director Works closely with: General Manager; Operations & Front of House Coordinator; Communications Coordinator; curators; benefactors; corporate partners; foundations; government agencies; and event partners

Key Accountabilities

Development & Fundraising

•  Assists the Development Manager in annual fundraising initiatives including major campaigns (EOFY appeal, Artspace Gala, renewals and uplifts) in collaboration with the Executive Director.
• Maintain and update the CRM daily, ensuring all interactions, pledges, invoices, and donations are accurately recorded.
•  Track fundraising pipelines, pledges, renewals, and payment schedules, providing weekly updates to the Development Manager.
• Prepare donor acknowledgement letters, tax receipts, and stewardship communications.
•  Coordinate mailing lists, segmentation, and data hygiene processes.

Trusts, Foundations & Government Grants

• Maintain grant tracking spreadsheets and CRM records.
• Monitor funding deadlines and reporting milestones.
• Collate internal data (audience figures, financial summaries, program highlights) for reports.
• Draft templates for progress reports and acquittals for Development Manager review.
• Work with the Communications Manager and Curators to ensure correct acknowledgements across all publications and communications.

Corporate Partnerships & Sponsorships

• Maintain relationships with corporate partners, support and identify opportunities for sponsorship and in-kind support.
• Support the Development Manager in delivering agreed partnership benefits.
• Prepare partnership reports and impact summaries.
•  Maintain sponsor contracts and invoicing schedules.
•  Support the planning and delivery of partner activations, donor events, and hospitality functions

Venue Hire & Commercial Partnerships

• Coordinate with the Operations team on delivery and logistics towards the delivery of events and venue management.
•  Work closely with the Operations & Front of House Coordinator and General Manager to manage logistics, staffing, and facilities requirements for each event.
• Maintain an accurate internal calendar of venue hire bookings, ensuring coordination across exhibition, program, and operational schedules.
• Collaborate with the Communications Manager to promote the Venue Hire Program through EDMs, digital campaigns, and mailouts, and to increase visibility among key audiences.

Financial Management & Reporting

• Assist the team with gathering accurate data on audience engagement, onsite visitation, and artist participation to support internal planning and external funder reporting.
• Support the Development Manager to deliver Board papers, development updates, and annual reporting.
•  Support the collation of internal information required for the Fidelity grant’s annual progress reports (audience data, income updates, and program highlights), supporting the General Manager in meeting the reporting schedule.
•  Support the Development manager to maintain all donor, partner, and client records.
• Issue invoices and track outstanding payments for donations, sponsorships, and venue hire.

Communications & Donor Engagement

• Collaborate with the Communications Manager to produce fundraising and venue hire marketing materials, including decks, EDMs, web content, and printed collateral.
•  Coordinate event invitations, RSVPs, briefings, and follow-ups for donor and partner engagements.
•  Ensure accurate recognition of supporters and partners across all physical and digital platforms, adhering to brand and sponsorship guidelines.
•  Lead CRM data hygiene processes and continuous improvement of database structures.

General & Team Contribution

•  Work collaboratively across departments to align fundraising, sponsorship, and venue hire opportunities with exhibitions, residencies, and public programs.
• Represent Artspace at donor, partner, and industry events.
• Undertake other duties as directed by the Executive Director.

Key Performance Indicators (KPIs)

• Maintenance of donor, partner, and venue hire databases and correspondence.
•  Successful delivery of annual fundraising campaigns and donor events.
• Positive client feedback and repeat bookings for venue hire.
• Accurate and timely reporting to Executive, Board, and funders.
• ncrease in repeat venue hire bookings year-on-year.
• Accurate tracking and reporting of all sponsorship benefits.

Selection Criteria

• Tertiary qualifications in Arts Management, Development, Business, or a related field.
•  Experience developing and managing venue hire programs or commercial partnerships in a cultural context.
• Experience supporting individual giving, fundraising campaigns, and donor stewardship.
•  Experience in the development of communications, public relations and media relations.
•  Demonstrated financial literacy, budgeting, and forecasting skills.
• Excellent written and verbal communication with strong relationship management skills.
•  Proficiency with CRM and financial systems (Salesforce preferred).
•  Strong interpersonal skills with the ability to collaborate across departments and with external partners.

Special Requirements

• After-hours and weekend work required during donor events, exhibition openings, and venue hire bookings.
•  Comfortable managing event logistics, including occasional on-site supervision during bump-in/bump-out.
• Responsible Service of Alcohol (RSA) certification desirable.
• First Aid qualification desirable.

ARTSPACE 

Artspace is an inclusive employer that values diverse perspectives and lived experiences. We encourage applications from Aboriginal and Torres Strait Islander people, people living with a disability, those identifying as LGBTQIA+, and people from culturally diverse communities.

Applications should include:

•  CV (max two pages)
• A separate document addressing the Selection Criteria (max two pages)
• Contact information for two referees

Please send applications to [email protected] with the subject line: Confidential Application: Fundraising, Events Assistant

Closing Date: 9:00am AEDT, Monday 16th March 2026