Type of position: Full-time, with an 80% option

Start date: August 15 – September 1, 2026

Location: Remote with some in-person team meetings for candidates in the Bay Area

Salary range: $71,000-85,000 full-time, dependent on experience (pro-rated if part-time)

POSITION SUMMARY

Reel Medicine Media is seeking a new teammate with a passion for doing good and an interest in improving medical care. We are a high energy, goal-oriented, and results-driven team. We value diversity and strive to bring together a range of talents to work towards the organization's goals.

The Executive and Operations Assistant is a key member of our small team and is responsible for working closely with the Founder and Executive Director to run the organization efficiently. Responsibilities include supporting administrative, outreach, development, and programmatic operations from start to finish.

Meticulous organizational skills, comfort in a startup environment, good humor, and a willingness to roll up one's sleeves will be keys to success in this position.

ABOUT REEL MEDICINE MEDIA

Reel Medicine Media is a nonprofit that uses documentary film and storytelling to humanize healthcare. Founded by ICU/palliative care physician Dr. Jessica Zitter, the organization explores topics such as medical decision-making, caregiver burden, physician burnout, implicit bias, and end-of-life care. Dr. Zitter is a national speaker and the author of Extreme Measures: Finding a Better Path to the End of Life. Her film work includes the Oscar- and Emmy-nominated documentary Extremis (Netflix), Caregiver: A Love Story, and her latest film, The Chaplain & The Doctor. Learn more at reelmedicinemedia.org.

PAY AND BENEFITS

• 10 days paid time off

• Paid holidays: MLK Day, Presidents Day, Memorial Day, July 4th, Labor Day, Thanksgiving Day and the following Friday, as well as a paid week off between Christmas Day and New Year’s Day, dependent on how those holidays fall each year

• Paid sick days

• Health benefits

• Employee retirement plan

QUALIFICATIONS

• Bachelor's degree and 3+ years of experience in project administration and management, partner relations, PR and communications, fundraising, and/or executive support

• Experience with events, program coordination, and communications (website and social media)

• Familiarity with fundraising, grants administration, donor database management, financial tracking, and proposal writing

• Understanding of nonprofit bookkeeping, including expense tracking, invoicing, and reconciliation

• Comfortable learning new software; experience with tools such as Salesforce for Nonprofits, QuickBooks Online, Candid, Google Workspace, Canva, InDesign, Dropbox, Microsoft Office, Squarespace, Asana, Monday.com, Trello, Mailchimp, or Zoom is a plus

• Experience using AI tools (e.g., ChatGPT, Claude) to support research and improve efficiency

• Excellent written and verbal communication skills

PERSONAL QUALITIES

• Strong organizational and time-management skills; able to prioritize and meet deadlines in a fast-paced environment

• Skilled at "managing up" and building productive relationships with busy leaders

• Collaborative, flexible, and adaptable to changing priorities

• High emotional intelligence and sound judgment with confidential information

• Willingness to roll up your sleeves in a startup environment

• Interest or experience in medical/healthcare education, end-of-life issues, storytelling, or documentary film is a plus

KEY RESPONSIBILITIES

• Leadership support: Serve as a trusted thought partner to the Founder, with regular check-ins and longer work sessions as needed

• Calendar & task management: Manage the Founder's dynamic calendar and competing priorities; coordinate with the team to keep deliverables on track

• Correspondence: Draft and review communications in the Founder's voice, track key messages

• Salesforce Administration: Manage day-to-day Salesforce administration (user access, workflows, routine configuration, data integrity) and serve as the primary liaison with our external Salesforce consultant to scope, coordinate, and manage more complex builds and customizations.

• External relations: Act as frontline liaison with funders, partners, and collaborators

• Contract & vendor management: Handle invoicing and payments for consultants and vendors; maintain contracts and deliverable schedules

• Communications: Manage the website, social media, and newsletter; coordinate with designers on graphics and materials such as press releases and one-sheets

• Meeting support: Prepare briefing materials and agendas, and track follow-ups and action items

• Document management: Organize digital and physical files, maintain accurate records for annual nonprofit state and federal filings

• Expense & travel: Submit expense reports, reconcile receipts, and book travel

• Technology: Manage IT access and troubleshooting in collaboration with our IT consultant

• Events & speaking: Review inbound speaking requests and route as appropriate; support small events

• Board support: Work closely with ED to prepare for board meetings, taking meeting minutes, and supporting correspondence with board members       

• Fundraising: Support fundraising efforts, including funder research, LOIs and proposals, grant tracking and reporting, gift entry, and donor communications; maintain the prospect pipeline and grant payment records

REPORTING

• Reports to the Founder and Executive Director

• Works closely with staff and consultants

• Regular contact with board members, funders, advisors, partners, and volunteers

TEAM AND WORK ENVIRONMENT

Our core team consists of our Founder/Chief Creative Officer, our Executive Director, a Program Associate, and the Executive and Operations Assistant. Our broader team includes external bookkeeping, finance, and IT support, as well as the producer and outreach team for our new documentary film The Chaplain & The Doctor.

This is a remote position (30–40 hours/week) available during US work hours. The role requires flexibility for occasional evening or weekend work based on the Founder's schedule and may include occasional travel. COVID-19 vaccination is required unless medically exempt.

EQUAL OPPORTUNITY

Reel Medicine Media is an equal opportunity employer committed to diversity, equity, and inclusion. We welcome all qualified applicants regardless of race, color, religion, gender identity, national origin, sex, age, disability, or sexual orientation.