The short version

I run a digital marketing agency that builds websites and marketing systems for therapists across North America. The business works. My organization does not. I need someone whose entire job is to look at everything I have going on, make sense of it, build the simple systems that keep it that way, and then run the schedule that keeps all of our client work moving.

Half of this role is project management: knowing what is due, who owns it, and whether it is actually happening. The other half is personal assistant: keeping me and the business organized day to day.

This is not a role where you wait for instructions. It is a role where you notice what is falling through the cracks and build the thing that catches it.

What you would actually be doing

Running the schedule for all client work. This is the core of the role. We have multiple client projects in motion at any time, each with its own deadlines and its own people working on it. You would own the master view: what is due, who owns it, what is behind, and what needs a nudge. That includes checking in with our team members, keeping them on the tasks they should be on, and telling me early when something is going to slip.

Getting the chaos into one place. Client work lives in Basecamp, my inbox, Facebook, and a few other spots. Your first job is to map what exists, then consolidate client communication so nothing gets lost between platforms.

Running the admin layer of the business. Calendar and scheduling. Inbox triage. Client admin requests. Proposals, payments, and the onboarding sequence for new clients. Lead follow-up. Software and subscription management.





Managing our Facebook community. We run a group for therapists. You would keep it active and organized.

Keeping marketing systems on track. We have systems in place for content, SEO, and outreach. You would help run them and flag when something stalls.

Building the systems themselves. Checklists, trackers, dashboards, whatever actually works. Easy and visual beats clever and complicated every time.

Helping me automate. I work at an advanced level with AI and build a lot of our internal tools. Once you understand how the business actually runs, you become the person who tells me what should be automated next. I will teach you the AI side. You bring the clarity about what is worth automating.

Who this is for

I have ADHD. That means I move fast, I generate more ideas than I can execute, and traditional organizational systems have never stuck for me. The person who does well in this role is someone who can build systems that work for how my brain actually operates, not how a productivity book says it should.

Practically, that means:

- You are genuinely highly organized. Not "I keep a tidy desk" organized. Systems-thinking organized.
- You think visually. Boards, colors, one-glance status views.




- You are comfortable asking direct questions and following up when I go quiet on something.
- You can hold the thread on ten open items without needing me to remind you they exist.
- You are comfortable following up with other people on the team about their deadlines. Friendly, but you do not let things drift.
- You are steady. This role involves seeing the messy middle of a business and not being rattled by it.
- You are curious about AI tools, even if you have never used them seriously. Willingness matters more than experience here.

Experience with Basecamp, project management software, or agency work is a bonus, not a requirement. I would rather have the right person and teach the tools.

Logistics

- Based in West Kelowna. Mix of in-person work with me and remote work.
- $22 to $25 per hour depending on experience.
- Flexible on hours to start, with room to grow into more.
- This role expands as the company expands, and pay grows with it. The person who helps build the operational backbone of this business is the person who ends up running it.

How to apply Email [email protected] with a short note telling us:

- A time you took something disorganized and made it work. What was the actual system you built?
- A time you had to keep other people on deadline. How did you handle it when someone fell behind?
- What tools or software you are strongest with.
- Your availability.

No formal cover letter needed. We care more about how you think than how you format a document. Job Type: Part-time

Pay: $20.00-$24.00 per hour

Work Location: Hybrid remote in West Kelowna, BC V1Z 1C7

📌 Project Manager & Assistant (West Kelowna, BC)
🏢 Thriving Mind Marketing
📍 West Kelowna