Executive Assistant

Full Time Exempt Employee

About Make it Mariko

Make it Mariko (pronounced MAH-ree-ko) is an all women of color Bay Area experiential events agency creating magical, meaningful moments for the community. We are experience curators, community organizers, corporate planners, nonprofit advocates, and event enthusiasts. 

We are committed to curating creative, inclusive, and diverse spaces in the events industry to challenge the status quo and pave the way for a new generation of event experience curators. Our company was founded in 2015 by Gina Mariko Rosales and we have a wide network of creative partners, vendors, and clients that we work with throughout the Bay Area and beyond. 

We do Experience Design, Planning & Production for:

  • Events & Curated Experiences
  • Brand Activations
  • Launch Campaigns
  • Corporate & Community Conferences
  • Corporate Leadership Summits & Internal Events (like Holiday Parties)
  • Community Festivals (like UNDISCOVERED SF, our flagship event)
  • Nonprofits

Through our wedding collective, POC Wedding Party, we also curate wedding experiences. Learn more about our company values and hear our origin store here: www.makeitmariko.com/about. 

About the Role

The Make it Mariko Executive Assistant will work closely with Founder & Chief Experience Officer (CEO), Gina Rosales, and support her personal & business schedule and commitments across multiple projects and companies (Make it Mariko, Pinayista, new Venue Ranch Project) as well as general support for the team. The EA specific duties are not enough work for a full time position yet, so this role will also include doing some event coordination directly with Gina for some events.

We’re looking for someone with past Administration experience who can get to work quickly supporting Gina, while also supporting our general office space. This is a great opportunity for a seasoned administration and events person who wants to connect back with community work, do values driven work, and work on larger scale events and multiple high impact projects in the Bay Area creative community. 

This year we are working on BIG projects, like purchasing our first Event Space (aka The Ranch)! This role will be greatly involved with the The Ranch project, assisting Gina with doing research, phone calls, and possibly contractor bids for construction work. This is all new ground for Gina as well, so we’re looking for someone who is down for learning new things, isn’t afraid of the unknown, and will be the ultimate problem solver. 

Women of Color are highly encouraged to apply.

What You’ll Be Doing:

Duties may vary week to week, but generally will include:

Administration & Operations (50%)
  • General administrative coordination for CEO, Gina Rosales and the Make it Mariko team
  • Google Calendar & Email Management
  • Scheduling meetings & taking notes to report out to key stakeholders
  • Manage team operations via Clickup
  • General bookkeeping and receipt organization
  • Manage team passwords via LastPass
  • Create & organize team templates
  • Paying vendor bills via Bill.com
  • General office management (current office located at 863 Mission St)
  • General research and outreach for events, venues, vendors, or key stakeholders
  • Permit coordination as needed
  • Collaborate across the team to improve team processes, efficiency, and overall happiness
  • Plan fun team retreats & outings
Apps used: Google GSuite (Gmail, Drive, Calendar, Slides, Sheets, Docs), Clickup, LastPass, HelloSign, Bill.com, Zoom
Event Coordination (40%)
  • Venue & Vendor Research and Estimate/Quote Comparison
  • Create client facing presentation decks using Google Slides to present vendor & venue options using in house templates
  • Create rentals & decor lookbooks with furniture rentals lists
  • Take notes at client meetings and follow up with notes & action items
  • Send and create detailed calendar invites
  • Help outreach and find new vendors and venues
  • Attend Make it Mariko events and assist with event set up/breakdown, styling, signage
  • Manage vendor day-of coordination independently
  • Assist with clean up and strike at the end of each event
Apps used: AllSeated
General & Sales (10%)
  • Attend weekly team meetings and check ins
  • Create presentation decks using Google Slides for client presentations
  • Maintain and organize documents via Google Drive 
  • Attend sales calls and take notes to follow up with proposals
  • Assist with sales process using Dubsado (training provided, but looking for tech savvy folks who can pickup on new technology quickly) sending contracts, invoices, and tracking metrics
  • Respond to messages in a timely manner and escalate as needed
  • Build strong relationships with industry professionals, influencers, performers, and community members
  • Attend industry events as needed to network, build relationships, and bring in new clients
  • Professionally represent Make it Mariko at all events
Apps used: Dubsado

What We’re Looking For:

  • At least 3-4 years professional experience working directly in Administration or Team Operations
  • Must have some past experience working on events. Marketing & Business Development experience are a plus.
  • Demonstrated ability to deliver an exceptional experience for clients.
  • Strong proactive, problem solver who is resourceful and can find creative solutions to any challenge.
  • Great interpersonal skills – you enjoy interacting with people and building new relationships.
  • Impact driven work – We work hard, and we work smart. We are looking for someone who stays focused on goals and purpose. We believe in REST.
  • Strong communication skills – verbal, written and presentation – and can confidently pitch in both a 1:1 and group setting.
  • Someone who thrives in ambiguity and is highly attuned to people’s needs. 
  • Working knowledge of all the apps listed above are a plus. Training will be provided to learn HOW we specifically use each app as a company, but we expect that team members are tech savvy and can learn new apps independently.
  • Past experience working with artists/arts orgs, social justice orgs, or nonprofits is a plus
  • Confident creative writing skills. Must use the Oxford comma.
  • Understands culturally sensitive language and understands how to write/speak appropriately about POC & marginalized communities.
  • Ability to work remotely and work in San Francisco 2 days a week (days are flexible).

Requirements

  • Ability to work from our San Francisco Studio 2 times a week + work remotely 
  • Must be proficient with Google GSuite (Drive, Docs, Sheets, & Slides)
  • Must be fully vaccinated and able to provide proof of vaccination.
  • Must have access to a car.
Why you might be excited about Make it Mariko:
  • We are working on BIG, high impact projects this year including purchasing our first Event Space (20+ acres in the Bay Area), all funded by women of color investors. Read about our first attempt at buying here.
  • You will be constantly surrounded by and introduced to amazingly talented and inspiring creatives and artists. 
  • You will get invited to a lot of awesome industry parties, events, happy hours, and karaoke of course 🙂 These events are the best way to build your network in this industry.
  • We believe in REST. You’ll be able to work remotely and set your own schedule for the most part.
Why you might *NOT* be excited about us:
  • We operate like a lean, mean startup. Everyone pitches in and helps as needed. No one is too good to clean up garbage or carry barricades, even our CEO.
  • The work moves fast and changes happen frequently in this industry. If you don’t manage change well, this is not the company for you.
  • We like working in person when we can, and we’re San Francisco based (and proud!). Most industry parties and community events happen in SF as well. 
  • We often deal with complex challenges and ambiguous goals. The pace changes often, clients often don’t know what they want, and they pay us to figure that out for them.

Additional Details & How to Apply

Hours & Compensation

  • Full Time Exempt position (35-40 hours per week)
  • Base Salary: Commensurate with experience

Employee Benefits

  • Monthly stipends for Healthcare, Internet, and Cell phone 
  • Monthly Wellness stipend
  • Annual company trip
  • Annual company Anniversary party
  • Professional Development opportunities

Location: We will co-work together at least 2 times per week from our San Francisco office, which is currently located at Balay Kreative Studios (863 Mission St) in SOMA Pilipinas Filipino Cultural Heritage District. We are committed to building community in the cultural district with our programming, and are looking for someone who feels equally excited about this work. All other work can be done remotely. 

To Apply: Please email jobs@makeitmariko.com with the subject line “Your Name / Executive Assistant”, and include the following:

  • A Cover Letter describing your interest, experience, and background. Please make sure to address the following:
    • Why you want to join the Make it Mariko team
    • Your relevant experience for this role based on this job description
    • What apps you’re already familiar with from those listed above
  • Resume (PDFs only)
  • Attach or provide a link to a past writing sample and/or event lookbook that accurately reflects your writing and/or design style.
  • NO CALLS or DMs. Questions are encouraged during the interview process. 
Applications will be accepted on a rolling basis until the right candidate is found. Interviews will begin immediately.
Thank you for your interest!
Copyright Make it Mariko, LLC 2023. All Rights Reserved.
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