Part -Time Executive Assistant

Role Overview: The Part-Time Executive Assistant for OMC and The Shape of the World podcast plays a central role in supporting the team across a range of tasks that maintain and improve existing programs and keep projects running smoothly. This includes managing deadlines, coordinating with external vendors, and ensuring that all aspects of operations stay on track. The role spans both administrative and creative responsibilities, providing support for project management, marketing efforts, content production, and more.

This position involves a mix of hands-on operational work, strategic coordination, and cross-team collaboration. Below is the overview of responsibilities and expectations.

Hours: 15 / week

Start date: September 1, 2026

Salary: $26 / hour

Location: Remote (option to work hybrid or in-person if in the Chicago area)

Reports To: Jill Riddell, founder of the Office of Modern Composition and host of The Shape of the World podcast.

Project Management & Coordination:

• Manage internal and external projects for OMC and The Shape of the World, ensuring deadlines, goals, and KPIs are met.
• Ensure effective prioritization and follow-through on both high-priority and lower-priority tasks.
• Track progress across multiple projects, ensuring that all aspects stay on schedule.

Administrative & Operational Support:

• Maintain organized systems for digital file management to ensure that materials are easy to find and up-to-date.
• Support with the onboarding of the new bookkeeper and manage their workflow as needed.
• Support the process of identifying and onboarding other contractors for small projects as needed.
• Assist in identifying and establishing relationships with potential sponsors and partners for The Shape of the World, including businesses and organizations that could support the podcast through funding or collaboration.

Marketing & Strategy Support:

• Help identify potential streams of income for The Shape of the World. Research podcast networks and funding sources such as advertising, premium subscriptions, exclusive content, Patreon, live events, and branded content.
• Help identify potential streams of income for OMC in addition to private coaching and workshops.
• Research and investigate local and international conferences, summits, events and organizations that representative of The Shape of the World or OMC could or should participate in.

Guest & Partner Relations (for The Shape of the World):

• Assist with guest communications, including invitations and follow-ups.
• Assist in identifying potential guests.
• Coordinate logistics for international episodes, including finding local audio producers and studios, and developing and managing travel plans.

Website Support:

• Work closely with our Website Manager, ensuring website remains fresh, engaging and relevant.
• Work with contractors to handle technical updates while managing content changes directly to reflect the mission and voice of OMC and Shape.
• Ensure that the websites serve as welcoming and informative "front porches" for visitors.

Swag & Gifts Coordination:

• Source vendors and coordinate the production and distribution of end-of-year gifts and merchandise for OMC clients and The Shape of the World contacts and guests.
• Manage the packaging and mailing process, ensuring timely and thoughtful delivery.

Publishing Support:

• Assist in researching self-publishing vendors with a focus on sustainability, transparency, and ethical standards.
• Develop expertise over time in the self-publishing process to help OMC clients navigate the creation of eco-conscious, high-quality books.
• Explore opportunities for OMC to establish its own publishing arm and produce books.

Expectations & Skills

• Self-Starter: This role requires the ability to take initiative and work independently while ensuring projects stay on track.
• Flexibility: The responsibilities span a variety of tasks, and the role requires the ability to adapt to changing priorities and demands.
• Organization: The role requires a high level of organizational skills to manage multiple projects and keep track of various moving parts.
• Interest: Having a curiosity about and an interest in the substance of the work done by OMC and in the subjects covered on The Shape of the World is important.
• Communication: Strong written and verbal communication skills are essential for coordinating between internal teams, external vendors, and guests.
• Tech-Comfort: Familiarity with WordPress and digital content creation tools will be advantageous, but not essential. Training can be provided for any unfamiliar tools.

What to Expect

• Collaboration: This is a highly collaborative role, working mainly with Jill, but also with the other three team members of the Office of Modern Composition. Effective communication will be key to ensuring projects stay organized and on track.
• Variety: The role offers a diverse set of tasks, requiring both creative and logistical skills. No two days will be the same.
• Growth: As OMC and The Shape of the World evolve, the role will expand, offering opportunities to take on new responsibilities and explore new areas, including publishing and content strategy.
• Independence: While there will be plenty of support, this role offers autonomy in managing tasks, making decisions, and implementing solutions.