Marketing Administrative Coordinator

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 are growing fast, and the CEO needs someone who loves structure, thrives in fast-paced environments, and wants to learn how a high-performing marketing agency actually operates from the inside.

The Administrative Marketing Coordinator role is perfect for someone early in their career who wants to build real operational, marketing, and execution skills by working directly with a founder. You will support the CEO through a mix of administrative responsibilities, marketing tasks, systems building, and day-to-day operations.

If you want a slow, repetitive, narrowly defined job, this is not it. If you want to learn everything about how a modern agency runs and contribute to meaningful growth from day one, you'll love this role.

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Why This Role Exists

The CEO needs a highly organized, proactive operator to keep communication clean, tasks moving, and internal marketing initiatives executed consistently.

Your mission:

• Make the CEO's day run smoothly

• Keep the business organized, systemized, and moving fast

• Support the agency's internal marketing machine

• Handle admin tasks with precision so the CEO can focus on growth and strategy

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Core Responsibilities

1. Administrative Execution & Daily Organization

• Maintain the CEO's inbox and Slack at zero, filtering and summarizing messages

• Manage calendar scheduling, meeting prep, and reminders

• Keep the CEO's day structured with daily task dashboards, follow-ups, and priorities

• Join calls to take notes, summarize decisions, and input next steps into ClickUp or Notion

• Handle general administrative tasks and logistics that help the CEO move faster

• Keep documents, assets, and information organized and up to date at all times

1. Marketing Support & Content Execution

• Build and schedule LinkedIn, X, and YouTube posts using established templates

• Work with video editors, designers, and vendors to ship agency content

• Help draft case studies, performance recaps, content briefs, and short-form write-ups

• Assist in maintaining Dispatch's internal marketing cadence across platforms

• Research podcast opportunities, collaborations, events, and thought-leadership opportunities

1. Internal Operations & Systems

• Maintain internal SOPs, templates, and organized dashboards

• Identify repetitive workflows and help implement simple automations (ClickUp, Notion, Zapier)

• Track tasks, deadlines, and deliverables for CEO-led initiatives

• Review job applications, coordinate interviews, and support new hire onboarding

• Collect receipts, invoices, and expense documentation for bookkeeping

4. Project Coordination for the CEO Office

• Move projects forward without needing reminders

• Organize files, assets, and documents for internal and external projects

• Coordinate with contractors, editors, and partners for timely execution

• Ensure all assets for filming or content are prepared and organized

5. Personal & Lifestyle Administrative Support

• Book travel, appointments, and occasional personal logistics

• Keep the office and filming setups clean, organized, and ready to use

• Ensure personal and professional tasks flow together seamlessly

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What Success Looks Like

• The CEO's inbox, Slack, and calendar are always organized

• Tasks and projects move forward automatically

• Agency marketing output is consistent and high quality

• Internal systems get cleaner and more efficient over time

• The CEO spends most of their time on strategy, growth, and leadership instead of admin

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Who You Are

• Incredibly organized with strong follow-through

• Proactive and resourceful; you solve problems before they become problems

• A strong communicator who can write clean, concise messages

• Excited to learn about marketing, operations, and systems

• Comfortable owning admin tasks but eager to grow into more

• Fast learner who thrives in fast-paced environments

• Tech-fluent or quick to learn tools like Google Workspace, Slack, Notion, ClickUp, Zapier

• Based in Montreal and able to work in person full-time

• New graduates or early-career candidates with backgrounds in marketing, communications, business, or operations are encouraged to apply

This role is for someone who wants to see how every part of a modern marketing agency works and learn by doing.

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Why You'll Love Working at Dispatch

• Direct mentorship and access to the CEO

• Exposure to marketing strategy, content production, systems, and leadership

• Immediate impact on how the agency operates day-to-day

• Real responsibility, real growth, and a fast learning curve

• A team that values speed, clarity, ownership, and constant improvement

• Comprehensive health insurance benefits

• Annual salary increase opportunities based on performance

• Bonus opportunities tied to agency and individual results