Job Posting: Communications Coordinator

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ABOUT THE JOB

The Communications Coordinator plays a key role in advancing MAX’s mission by leading communications initiatives across the organization. Reporting to the Executive Director and collaborating closely with the broader MAX team, the role combines storytelling, digital and printed content creation, media relations, project coordination, and administrative support.

The Coordinator will also work closely with our partners at the Gay Men’s Sexual Health Alliance. The GMSH develops resources and knowledge to empower gay, bisexual, queer, trans, and other men who have sex with men and to support front-line service providers to better serve them. Broader than just Ottawa, the GMSH works with agencies across Ontario.

Coordinators at MAX are expected to lead relatively broad portfolios, while working with others—colleagues, contractors, and volunteers—to ensure the work of each portfolio is well executed. Their role is to ensure the work gets done and meets broader organizational priorities through collaboration. 

This position requires a balance of creative initiative and collaborative teamwork, with responsibilities ranging from managing communication tools and calendars to contributing to organizational priorities and strategic projects. Tasks include shaping and sharing the organization’s message through campaigns, social media, and stakeholder communications, as well as supporting internal communication efforts.  

ABOUT YOU

The ideal candidate for this role is a compelling communicator with a natural ability to connect with—and make complex ideas accessible to—diverse audiences. You have a strong command of both oral and written communication, comfortable in both French and English. Understanding the ways that specific audiences and platforms shape the way we communicate is second nature to you. You can set, follow, and support others in using a principal tone of voice so that MAX is consistent and coherent wherever we show up.

You approach your work with creativity, constantly seeking new and engaging ways to share stories that align with the organization’s mission. You bring an eye for process and accountability, ensuring project momentum by managing timelines and deliverables. You’re flexible and able to pivot when priorities shift, while staying grounded in your strong organizational skills and keen attention to detail.

Personable, approachable, and an active listener, you engage effectively with staff, board members, external partners, volunteers, and community members alike.

ABOUT MAX

MAX Ottawa has been working to improve the health and wellbeing of queer and trans people in the National Capital Region for over 20 years. As a community-based organization with a history in the HIV response, MAX is on the ground, meeting community members where they’re at, and offering social and support services, information, and referrals that meet their needs. MAX also works with healthcare and other service providers to improve the quality of care available in the region.

Our work is guided by our mission and values. In practice, that means our work is:

• Community first: We make decisions by asking what will best support the community, not just what’s easiest internally.
• Human-centred: We know staff are real people with full lives, and we aim to offer flexibility, trust, and care wherever we can.
• Purpose-driven: The work you do here connects directly to real, tangible change for people in our communities.
• Impact over ego: We’re here to make a difference, not to centre ourselves. We value collaboration, humility, and getting the work done well, together.
• No busywork: We’re intentional about how we use our time. If we’re doing something, it’s because it matters.
• Resourceful: We’re thoughtful with time, energy, and funding, and we look for creative ways to make the most of what we have.

These principles reflect how our values are lived day to day—by our staff, with our partners, and in community.

CORE RESPONSIBILITIES

Duties:

The Communications Coordinator is responsible for developing and managing organizational communications—including strategy, implementation, and evaluation—across all platforms and with external media. Specifically, that includes:

(10%)  Leading communications strategy and message development, including:

• Organizing monthly, quarterly, annual, and ad-hoc communications plans;
• Developing and maintaining a Tone of Voice guide;
• Supporting message/narrative development for programs, services, events, campaigns, community education, fundraising, and other operations;
• Ensuring communications efforts consider the needs of community members with disabilities and community members who speak languages other than English.
  

(40%)  Managing content creation and platform maintenance, including: 

• Managing content development for all external platforms, including web, social media, email, and SMS;
• Supporting resource development (ex. printed education or navigation materials) in collaboration with colleagues;
• Working with contractors and volunteers, including graphic designers, photographers, videographers, animators, writers, translators, and revisors;
• Working with technical service providers, where necessary.
  

(10%)  Maintaining external stakeholder and media relations, including: 

• Ensuring appropriate community management on social media;
• Fostering relationships with external media and fielding media requests;
• Developing resources and training to support media engagement for employees, volunteers, and partners.
  

(20%)  Coordinating organizational communications and campaigns projects, including:

• Annual reports;
• Education and mobilization campaigns;
• Fundraising efforts.
  

(10%)  Conducting reporting and analysis, including:

• Establishing and maintaining data collection tools and dashboards (ex. Google Looker Studio);
• Monitoring performance, engagement, and reach data across all channels;
• Providing analysis and recommendations for improvement;
• Drafting summary and impact reports.
  

(10%)  Ensuring consistent program administration, including:

• Organizing all communications work within established project management systems (ex. Teamwork);
• Consistent and accurate use of file systems and timely archiving of communications products—including document, photo, and video libraries;
• Investigating and supporting the implementation of new tools, as needed;
• Reviewing and updating Standard Operating Procedures, as needed;

Reviewing and recommending ways to improve communications-related administrative processes, practices, and structures to ensure cost-effectiveness and operational efficiency.

The Communications Coordinator is also responsible for the following general areas:

• Collaborate with the rest of the MAX team to ensure coordination and integration of resources, programs, and services across the organization. 
• Providing information to clients about programs and services, both internal and external, as required;
• Building and maintaining solid working and supportive relationships with service users, volunteers, external agencies, and other staff;
• Organizing and ensuring consistent use of Slack or other internal messaging systems;
• Ensuring all data collected is organized and archived appropriately;
• Maintaining privacy standards in accordance with MAX policies.

In addition to compliance with all organizational policies and procedures, the Coordinator is expected to behave ethically, demonstrate competence in effective communication and team building, demonstrate effectiveness in working in a collaborative environment, and demonstrate confidence in decision-making and building relationships.

The Coordinator will also be expected to perform other duties as assigned, provided they are within the Coordinator’s capacity and skill set.

QUALIFICATIONS

Basic Requirements (These requirements must be met before the candidate will be considered for an interview)

• English–French bilingualism is required, and additional multilingualism is an asset;
• Relevant formal education (ex. post-secondary degree, diploma, or certificate in communications, journalism, public relations, marketing, or digital media) or equivalent experience in a related field;
• Strong digital media skills, including social media and web platforms;
• Strong understanding of communication strategy;
• Strong written communication skills (i.e., press releases, reports)
• Minimum of three years of related work and/or volunteer experience; and
• Experience working with 2SLGBTQIA+ people;

Rated Requirements (These requirements will be rated in an interview) 

• Demonstrated experience and knowledge of the complexity of health issues that impact both 2SLGBTQ+ people and people living with HIV or AIDS, and an understanding of the ways that other intersecting identities and experiences shape someone’s health and wellbeing (e.g. race, gender identity, gender expression, disability/ability, immigration status, income, etc.)
• Strong written and oral communication skills, including writing, editing, and formatting;
• Experience in work-planning, project management, and reporting;
• Demonstrated ability to maintain and safeguard confidential or sensitive information;
• Ability to proactively identify and solve problems and respond well to changing circumstances;
• Strong interpersonal, collaboration, and organizational skills;
• Proven ability to initiate and foster partnerships;
• Ability to work both independently and as a team member;
• Proficiency in using digital communications and work tools, including Google Suite, Microsoft Office, Slack, Zoom, and Teamwork;
• Clear understanding of—and commitment to working through—harm reduction, queer liberation, and sex positive frameworks;
• Willingness and ability to work within anti-racist, anti-colonial, and anti-oppressive frameworks and actively engage in ongoing learning about these frameworks;
• Prior experience in a community health or social services agency would be an asset;
• Experience managing volunteers is an asset.

ADDITIONAL DETAILS

• Hours: Full-time (37.5 hours per week)
• Term: Indeterminate
• Salary range: $55,000 – $60,000, commensurate with experience
• Start date: Immediately
• Reports to: Executive Director
• Comprehensive and competitive benefits package which includes:
  • Group insurance benefits, including prescription drugs, dental care, optical coverage, long-term disability and life-insurance
  • Health Spending Account to support eligible medical, dental, and optical expenses not covered by the group insurance plan (ex. acupuncture, massage, psychotherapy)
  • RRSP matching, available after a 3 month probation period
  • A dedicated learning fund to support professional development and skill-building
  • Substantial paid vacation and wellness leave, supporting rest, recovery, and sustainability
  • Flexible and hybrid work arrangements, where possible

MAX is an equal opportunity employer, and people who have experienced marginalization are highly encouraged to apply. This includes people living with HIV, racialized people, gay, bisexual, or queer people, trans or gender non-conforming people, and people with disabilities.

TO APPLY

Please submit a cover letter and resume to applications@maxottawa.ca. We will begin reviewing applications on February 18, with interviews taking place as early as February 24. This posting will remain open until the position is filled.

We do not use AI in assessing applications or responding to candidates. If you have questions about the position or the application process, please email applications@maxottawa.ca.