Work at Firebrand

Administrative Assistant

Posted June 22, 2023

Title: Administrative Assistant
Start date: Late July 2023 (exact date TBD)
Term: Indefinitely
Hours: up to 10 hours a week (to start)
Salary per hour: $25/hour
Location: Los Angeles or Remote USA
Reports to: Founder/Creative Director
Email your resume and cover letter to: admin[at]firebrand.house
Apply by: July 14, 2023 (11:59pm Pacific)

Job Description

At Firebrand, the Administrative Assistant is the first point of contact for our clients and collaborators, giving voice and vibe to our Fire Code. You are skilled at making great first impressions, detailed note-taking, deep listening, and effective communication between clients and the creative team to start and close our projects efficiently and empathetically.

About Firebrand

Firebrand is a co-design studio that works with activists, non-profits, and social impact initiatives. We collaborate with individuals and organizations who are catalysts for equity and liberation in their own communities and industries. We use design and art as a tool to help people express their missions and visions for the future. We are actively iterating on our creative processes that research and incorporate black, queer, and indigenous wisdoms into our brand, website, and packaging designs. Firebrand was founded in 2020 by queer, afro-latinx Creative Director Schessa Garbutt. More about us.

Primary Responsibilities:

  • Manage Creative Director’s (CD) calendar with precision and according to scheduling parameters.

  • Keep track of email correspondence between the studio and prospects, clients, collaborators, press, and co-conspirators. Respond to emails within 1 business day.

  • Work with the CD to onboard new clients (revising and sending scopes of work, contracts, and invoices, following up with clients, organizing paperwork).

  • Regularly attend weekly internal & external (client) meetings

  • Make reservations and itineraries as needed (e.g. transportation, appointments)

  • Review all incoming project requests and schedule calls with prospective clients.

  • Coordinate communications involved with scheduling upcoming events and interviews

  • Office management and related tasks as assigned.

Required Hard Skills: 

  • Proficient in Google Docs, Sheets, and Calendar. Calendly, Paymo (or a similar project management system), Microsoft Office, and Adobe CC InDesign

  • Excellent time and calendar management skills

  • Experience writing professional, friendly emails and speaking in-person/phone with collaborators

  • Able to sync and communicate quickly with CD during business hours.

  • Able to manage client database and paperwork

  • Able to problem solve alongside CD and clients

  • Able to write Scopes of Work that cover the client’s needs and align with studio rates

  • Able to edit contract templates to match the approved SOW (no legal education required).

  • Able to create templates for emails, contracts, and process documentation

  • Preferably has a background in customer service, creative administration, and/or activist work

  • 2+ years Remote or Freelance experience

Required Soft Skills

  • Customer service and/or experience in speaking with community organizers, creatives, and corporate/large non-profits

  • Ability to listen deeply and understand our collaborators needs as they express their history and future visions

  • Able to create a great first impression and build trust with our collaborators

You would be a great fit for this role if you:

  • Care deeply about shaping change in the world

  • Understand the role of art in creating cultural shifts in the past and present

  • Are great at time management and self-motivation while working remotely

  • Actively seek out ways to make processes more efficient and precise

  • Able to synthesize client and studio needs into tangible deliverables (contracts, SOWs)

Folks who are queer, trans, non-binary, Black, Indigenous, people of color, disabled, parents, or are/have been system-impacted are encouraged to apply.

Application Process:

Please send your resume and cover letter to admin[at]firebrand.house. Please submit your application by end of day, Pacific Time, July 11, 2023. Selected applicants can expect:

  • 1 hour video interview with Founder/Creative Director

  • Skills test related to admin role (you will have 3 days to complete this test)

  • Final interview and offer call