Development Assistant & Executive Assistant to the CEO

MRA Recruiting Services•Rock Island, IL

3d•Onsite

About The Position

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.

Requirements

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
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

Nice To Haves

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

Responsibilities

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
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
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
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
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