Job Opportunity: Assistant Art Coordinator

FairyLoot is hiring!

We are looking for an Assistant Art Coordinator to join our passionate Book Development Team.

FairyLoot is a UK-based fantasy book subscription company, renowned for our beautifully curated monthly subscription boxes and exclusive editions that bring magic to readers worldwide. Our team is made up of dedicated book lovers who share an appreciation for fantasy fiction, stunning artwork, and immersive storytelling. We collaborate closely with leading publishers, authors, and artists to create breath-taking editions that readers treasure.

This is an exciting opportunity for a highly organised, detail-oriented individual who enjoys administration, coordination, and keeping projects running smoothly. Working closely with talented illustrators and our Book Development Team, you’ll play a key role in ensuring artwork projects stay organised, artists are well supported, and deadlines are consistently met.
If you enjoy working behind the scenes to help creative projects succeed, we’d love to hear from you.

About the Role

As an Assistant Art Coordinator, you will provide administrative support to the artwork side of our Book Development Team. Working closely with our Art Coordinator, you’ll coordinate artist bookings, prepare briefs, maintain databases and files, track deadlines, and support artwork projects from commissioning through to completion. You’ll spend your day managing schedules, coordinating with artists, maintaining accurate project information, and ensuring every stage of the artwork process runs smoothly.

Five Reasons This Job Might Be Perfect for You

1. You enjoy coordinating multiple projects and keeping everything organised, on schedule, and running smoothly.
2. You have a keen eye for detail and take pride in maintaining accurate records, documentation, and project information.
3. You’re confident communicating with people and enjoy building positive relationships with artists and colleagues.
4. You love supporting creative projects behind the scenes and helping bring ideas to life.
5. You’re passionate about books and want to play a key role in creating FairyLoot’s collectible editions.

Key Responsibilities

📃 Artwork Administration: Prepare and format artist briefs, contracts, and supporting documentation, ensuring all project information is accurate and complete before artwork begins.

📅 Project Coordination: Track artwork schedules, deadlines, artist availability, and project progress across multiple simultaneous editions, ensuring key milestones are met.

🎨 Artist Coordination: Liaise with artists to confirm availability, schedule commissions, send briefs, monitor progress, issue reminders, and coordinate artwork deliveries.

📊 Database Management: Maintain accurate internal databases containing artist information, project history, availability, rates, styles, and commission records.

📁  File & Asset Organisation: Organise artwork files and digital assets, maintaining structured file systems so information is easily accessible across departments.

📧 Communication: Act as a central point of communication between artists and the Book Development Team, providing updates, coordinating feedback, and ensuring everyone has the information they need.

✔️ Artwork Tracking & Quality Control: Check that artwork has been delivered correctly, meets technical requirements, and includes all requested elements before progressing to the next production stage.

💡 Process Administration: Identify opportunities to improve administrative processes, documentation, filing systems, and project tracking methods.

🤝 Team Support: Provide general administrative support to the wider Book Development Team to help ensure artwork integrates smoothly into production schedules.

Who We’re Looking For

We’re looking for someone who is passionate about art, and is highly organised, methodical, and comfortable managing multiple moving parts simultaneously. The ideal candidate will have:

• Excellent organisational and administrative skills
• Outstanding attention to detail
• Strong written communication skills
• Confidence managing multiple deadlines simultaneously
• A proactive approach to problem solving
• The ability to prioritise and work independently
• A genuine passion for books and FairyLoot’s editions
• A collaborative attitude and willingness to support the wider team

Essential Skills and Experience

• Excellent organisational and time management skills
• Strong experience using Google Workspace and/or Microsoft Office
• Confidence maintaining spreadsheets, databases, and internal records
• Comfortable learning and using project management software
• Strong written communication and professional email etiquette
• Excellent attention to detail and ability to spot inconsistencies
• Ability to manage confidential information appropriately
• Experience working with multiple deadlines and competing priorities

Desirable

• Experience working with freelance creatives or external suppliers
• Experience within publishing, licensing, design, or another creative industry
• A basic understanding of illustration workflows and print production
• Familiarity with FairyLoot editions and the artwork elements featured in our special editions

Before employment begins, we will need the following:

•  Legal right to work in the UK

Before employment begins, we’ll require:

• A copy of your passport or European identity card
•  UK National Insurance number

Additional Details

💼 Job Level: Entry Level

💰 Starting Salary: £26,000

📅 Application Deadline: 7th August 2026

🚀 Start Date: October/November

⏳ Full-time: 35 hours per week (Monday to Friday, 9 AM – 5 PM)

📍 Location: Remote (UK-based only)

Benefits

• Annual Leave: 28 days, plus bank holidays and company-wide holidays.
• Private Medical Insurance: Comprehensive private healthcare with AXA, including dental, mental health and 40% off Nuffield Health and Hussle’s monthly pass.
• Pension Scheme: Includes employer contributions.
• Complimentary FairyLoot Products: Receive our monthly book boxes and Exclusive Editions.
• Remote Work Support: Work from home with necessary office equipment provided, if needed.
• Team Culture & Events: Join a book-loving team with virtual and in-person team events.

If you’re passionate about books, thrive on organisation, and enjoy supporting creative projects behind the scenes, we’d love to hear from you.

Due to the volume of applications, we will only contact candidates selected for interview. However, we sincerely appreciate every applicant’s time and interest.

📩 Apply now to become part of the FairyLoot team and help bring magical collectible editions to readers around the world.

Warmly,
The FairyLoot Team