Job Description
About Dispatch
Dispatch is a lifecycle marketing agency that helps 7–8 figure e-commerce brands maximize revenue through email, SMS, and direct mail.
We’re now hiring a Personal Assistant to work directly with our CEO, a role designed for someone who loves taking ownership, thrives in fast-paced environments, and wants to learn firsthand how a high-performing marketing agency operates.
This isn’t a typical “assistant” position. You’ll execute, organize, and build systems that allow the CEO to focus on growth, new strategies to help existing clients grow, and team leadership. If you’re the kind of person who gets satisfaction from turning chaos into structure and ideas into reality, you’ll thrive here.
Why This Role Exists
Dispatch is growing quickly, and the CEO needs a trusted right hand to keep operations, communication, and execution running smoothly.
Your mission: protect the CEO’s time, move projects forward without reminders, and ensure every day runs like a high-functioning system.
Core Responsibilities:
1. Execution & Time Management
- Manage and prioritize the CEO’s calendar, meetings, and deadlines — ensuring focus on the highest-leverage tasks.
- Complete tasks directly rather than delegating whenever possible.
- Track deliverables and maintain an updated daily dashboard of what’s done, what’s pending, and what needs input.
- Proactively prepare materials, notes, or research before calls and meetings.
- Join meetings to take notes, summarize discussions, and compile clear next steps in ClickUp or Notion.
2. Communication Management
- Maintain inbox zero for both email and Slack.
- Filter, summarize, and respond to messages so only critical items reach the CEO.
- Draft and send replies in the CEO’s voice when appropriate.
- Monitor Slack and other communication channels for urgency and handle independently when possible.
3. Marketing & Brand Support
- Create and schedule LinkedIn, X, and YouTube content using existing templates and tone of voice.
- Write case studies and “before-and-after” project recaps to showcase client success.
- Coordinate with editors and designers for social and video deliverables.
- Identify opportunities for brand growth — podcasts, speaking events, conferences, and collaborations.
4. Systems & Automation
- Identify repetitive workflows and set up automations (using tools like Zapier, Notion, or ClickUp).
- Maintain and improve internal SOPs, templates, and dashboards.
- Constantly look for ways to make recurring processes faster and cleaner.
5. Agency Operations & Recruiting
- Handle referral partner outreach and schedule networking or partnership calls.
- Review incoming job applications, coordinate interviews, and help onboard new hires.
- Collect and organize receipts, invoices, and expense documentation for bookkeeping.
- Track client deliverables, ensuring internal teams hit deadlines.
6. Personal & Lifestyle Management
- Manage travel bookings, errands, and general life logistics that free up the CEO’s bandwidth.
- Keep the office and filming setups organized and camera-ready.
- Ensure personal and professional tasks flow seamlessly together.
What Success Looks Like
- The CEO’s inbox and Slack stay at zero — only meaningful items reach them.
- Projects move forward automatically; reminders aren’t needed.
- Internal systems become faster, more organized, and more automated.
- The CEO spends 80% of their time on high-level client strategies and business growth, not admin.
- The business feels calm, structured, and in control, even during busy seasons.
Who You Are
- Extremely organized and proactive — you think three steps ahead.
- Exceptional writer who can communicate clearly and draft emails or posts in the CEO’s tone.
- Tech-fluent in tools like Notion, ClickUp, Slack, Google Workspace, and Zapier (or eager to learn fast).
- Fast learner with high attention to detail and ownership.
- Comfortable handling confidential information and sensitive communication.
- Based in Montreal and able to work in person full-time.
- Experience in marketing, project management, or operations is valuable. New university graduates are welcome to apply.
Why You’ll Love This Role
- You’ll have direct exposure to how a top-performing marketing agency is run day to day.
- You’ll build real operational and marketing skills while working side-by-side with a founder who values speed, structure, and growth.
- You’ll see your work make an immediate impact. Every system, automation, and message you handle directly improves the CEO’s focus and the company’s performance.
Compensation & Benefits
- Competitive salary and comprehensive health benefits
- Opportunities for growth into operations, marketing, or project management leadership.
Job Tags
Full time, Work at office, Immediate start,