Development Assistant & Executive Assistant to the CEO

Fresh Films DT; Rock Island (IL); On-site; USD 36,000 - 44,000; Full time

Benefits offered by this job

Health, dental and vision insurance

401K with employer match

15.5 days off for holidays

Job summary

Fresh Films, Rock Island, IL, seeks an organized assistant to support the CEO and Development team. Responsibilities include managing calendars, drafting proposals, and coordinating donor communications.

The role blends nonprofit fundraising with entertainment industry workflows, offering exposure to production, distribution, and a new studio project. The right candidate thrives in a fast-paced, creative environment, is an excellent communicator, and able to adapt to changing priorities while

Qualifications

• Minimum 1-2 years of internship, administrative, nonprofit, fundraising or related experience.
• Exceptional attention to detail and time-management skills.
• Excellent written and verbal communication; professional correspondence.
• Ability to work independently, anticipate needs and manage multiple tasks.

Responsibilities

• Manage a high-volume CEO calendar with meetings and events.
• Draft emails, proposals, reports and meeting materials for partners.
• Coordinate follow-ups, route information and take notes at meetings.
• Maintain donor communications, CRM data, and proposal tracking.
• Support development and fundraising activities and grant processes.

Skills

Attention to detail

Organizational skills

Time management

Communication skills

Interpersonal skills

Tools

Google Workspace

Microsoft Office

CRM systems

Job description

Position Summary:

The Assistant provides high-level administrative, organizational, and project support within a fast-paced film and media organization. This position is a dual role that will 1) support the Development team as they raise funds for the organization, and 2) directly support the CEO to help manage their day-to-day activities across fundraising, film distribution and development for projects including a yearly film training program, various films and streaming series and the build-out of a new film studio. This position will support the organization’s mission and growth.

The ideal candidate is

highly organized, proactive, resourceful, and an excellent communicator who can anticipate needs, manage multiple priorities, and ensure that meetings, projects, and follow-up activities move forward efficiently. They are comfortable shifting between nonprofit development and entertainment-industry responsibilities—researching a prospective funder, assisting with a grant proposal, managing the CEO’s schedule, preparing for a film distribution meeting, researching a potential investor, or sending information to writers, agents and unions. This is an ideal opportunity for an extroverted, detail oriented early-career professional interested in gaining broad exposure to the film and television industry, executive leadership, and the business of running a studio, a media organization and a nonprofit. The successful candidate should thrive in a fast-paced creative environment where priorities can change quickly. An interest in giving back and supporting the next generation of talent is also a must.

Who We Are:

Fresh Films produces films, streaming series and digital content while training youth and young adults in all aspects of production. On-set experiences like "The Filmmaker Lab" with Reese Witherspoon engage youth in building skills, confidence and connections to become a pipeline of talent for growing media careers. Fresh Films is spearheading the build of Rock Line Studios, a $12 million soundstage facility while simultaneously pitching and distributing new shows, and training young people across the country at its 25+ program locations. Fresh Films is supported by grants from corporate and public/private foundations, government entities and multiple Hollywood studios. Our films have been featured at film festivals, on major streaming platforms and in theatres. Learn more at www.freshfilms.org.

Key Responsibilities as 'Executive Assistant to the CEO'

Support the CEO’s relationships with funders, investors, production companies, distributors, agencies, brands and other partners that help grow the organization by managing communications, timelines, priorities, and follow-up items:

• Manage a high-volume calendar, including scheduling and coordinating internal and external meetings and events
• Serve as a professional point of contact for partners and stakeholders communicating with the CEO through email, phone or other correspondence
• Draft and prepare emails, presentations, proposals, reports, meeting notes and agendas, background materials and other materials as needed
• Proactively monitor communications and help manage correspondence by prioritizing follow ups, replying and/or routing information
• Attend meetings as requested, take notes, identify action items, and coordinate follow-up
• Maintain contact lists and records of partner communications and proposals, including management of file drive
• Track potential partnership and collaboration opportunities and ensure appropriate and timely follow-up through managing a tracker of notes and next steps

Support the CEO’s role as Executive Producer:

• Review scripts, decks, contracts and engage with unions, agents, or other personnel
• Assist with screenings, premieres, production activities, or special initiatives
• Research industry trends, audiences, comparable titles, funders, coproducers, distributors, networks, sales agents, festivals, and other needs for potential partnership
• Review industry newsletters and share overview with team

Support the CEO’s organizational responsibilities:

• Conduit between internal departments to share information or follow up on assigned tasks
• Coordinate needs for travel arrangements, expense reports, invoices, contracts, office support, supplies or tech needs, vendor payments and other admin functions or ad hoc needs from executive team
• Provide occasional personal assistance that improves the CEO's effectiveness

Other duties as assigned

Other duties as assigned

Key Responsibilities as 'Development Assistant':

Oversee proposal and reporting process:

• Project managing the preparation and on-time submission of grant proposals, applications, and reports
• Process grant awards, ensure timely documentation submission and communicate grant details to finance, marketing, programming and other departments; facilitate hand-off meeting
• Maintain a calendar of grant deadlines, reporting requirements, donor communications, and other development activities
• Assist with drafting and editing grant proposals, letters of inquiry, donor communications, sponsorship materials, and donor reports; may be responsible for small portfolio of grant submissions
• Collaborate with program, marketing and finance staff to gather program statistics, participant outcomes, stories, budgets, photos/videos and other information needed for proposals and reports

Oversee organization and procurement of development documents

• development files on shared drive
• Annual update of documents (board list, financials, etc) and government grant registrations
• Support CFO as needed for grant financial compliance
• Assist in the creation of development tools including presentations, one-sheets, program summaries, and other materials that communicate Fresh Films' mission and impact

Donor and investor relationship management

• Serve as department point of contact for donor needs, writing emails and responding in timely fashion to supporters as needed
• Prepare donor acknowledgments, thank-you letters, and stewardship communications and manage mailings to donors
• Assist with special events, donor meetings, and partner engagement activities
• Support development meetings, prepare materials and agendas, take notes, track follow-up items
• Research and identify prospective donors

Manage CRM

• Maintain and manage accurate donor, funder, prospect, and partner information in the organization’s development database and files.
• Track gifts, grants, sponsorships, pledges, and related documentation.

Other duties as assigned

Other duties as assigned

Qualifications

• Minimum 1-2 years of internship, administrative, nonprofit, fundraising, communication or related experience, candidates with more experience may be considered
• Exceptional attention to detail, organizational abilities and time-management skills.
• Exceptional customer service skills; well-organized with exceptional follow-through
• Excellent written and verbal communication skills including the ability to draft professional correspondence and communicate with people of all levels in a professional manner
• Strong interpersonal skills and ability to communicate professionally with a wide range of stakeholders.
• Strong attention to detail with strong memory of partners, meetings and next steps
• Self-motivated and directed; able to work independently, anticipate needs, decipher priorities, solve problems and make things more efficient
• Proficiency with Google Workspace and/or Microsoft Office; experience with donor databases or CRM systems is a plus, willingness to learn and utilize other tech platforms
• Familiarity with film, television, digital media, or production workflows is helpful but not required.
• Excited to support team, get to know partners and drive mission and growth of organization
• Handle sensitive and confidential business and production information with professionalism and discretion
• Be able to take verbal direction and manage own task list while sharing regular updates

This position is in-person working out of Fresh Films headquarters in Rock Island, IL

• $40,000 / year (for experience level noted)
• Full time, 40 hours weekly
• 15.5 days off for federal and company holidays; office closed 12/23 to 1/1
• Health, dental and vision insurance + 401K with employer match

WE ARE A PROUD EQUAL OPPORTUNITY EMPLOYER

Fresh Films is proud to be an equal opportunity employer. We believe diversity drives us to deliver more valuable and meaningful experiences for clients and employees. That means we not only provide equal opportunity and consideration to all employees and applicants - we welcome it. Fresh Films doesn't discriminate on the basis of gender, gender identity or expression, race, ethnicity, religion, national origin, age, sex, marital status, physical or mental disability, veteran status, sexual orientation, or any other category protected by law.