Summary
Description
Position: National Logistics Coordinator
Purpose: The National Logistics Coordinator is responsible for supporting national programming (NSE) particularly with coordinating, preparing, and conducting in-person events and online meetings
Reports to: National Governance Manager
Classification: Part-Time Contract; April 2025 – March 31, 2026 (pending funding); subject to extension based on funding.
Hours & location: 21 hours per week – Calgary preferred, remote and hybrid options available
Salary: $35.50/hour
How to apply: Please send your cover letter and resume together in one document outlining relevant experience and qualifications to Vicki Sinclair, Senior Program Director of National Sector Engagement at vsinclair@amssa.org
• Include position title in email subject line.
• Include your first and last name and the job title of the posting in the title of your cover letter and resume document.
Applications will be reviewed starting April 11th. The posting will remain open until filled and will close without notice.
Only shortlisted applications will be contacted.
AMSSA OVERVIEW AND VALUES
AMSSA is a unique province-wide association that strengthens over 90 member agencies as well as hundreds of community stakeholder agencies who serve immigrants and newcomers, and build culturally inclusive communities, with the knowledge, resources and support they need to fulfill their mandates.
• We value EQUITY and strive to be the catalyst for change which disrupts systems promoting racial and social injustice.
• We value INCLUSIVENESS and work with our members and stakeholders to place voices that have been marginalized in positions of influence, creating space for all perspectives.
• We value INTEGRITY, striving to always work to the highest standards, encouraging innovation, risk taking and leadership; we are always open to new thoughts and maintain accountability in our work.
• We value DIVERSITY, recognizing our own individual biases and engaging members and stakeholders in meaningful ways that promotes inclusion of all voices and perspectives.
• We value MUTUAL RESPECT by respecting what everyone has to offer within their own context of life experiences, opening our hearts and minds to always listening and learning.
• We value COLLABORATION, engaging in equitable partnerships, mindfully exploring old and new ideas to advance the work of AMSSA and our members.
• We value SUSTAINABLE TRANSFORMATION, engaging in continuous individual and organizational reflection and collaboration to build capacity and integrate what we learn into our culture and infrastructure.
We are an employer committed to advancing opportunities for equity-seeking groups.
DUTIES
Primary Role & Responsibilities
- Support meetings and events that strengthen the work of the various elements of the National Sector Engagement (NSE).
- Coordinate a network of members and speakers related to various aspects of national programming.
- Support with documentation such as minute taking, work plans, action items, agendas, evaluation surveys, reports, slide presentations and other documents to be used for meetings, events, and resources.
- Maintain organized records of NSE program activities, including the dissemination of materials to members and onto the NSE website.
- Support Working Groups and National Programming areas in member support, research, and resource development.
- Work with Digital Communications Specialist to maintain up to date and accurate information on the NSE website.
- Organizes logistics for online and in-person events including invitations and registrations, travel and accommodations, communicating with participants, preparing speaker(s), running the online platform backend, and feedback forms.
- Act as a primary point of contact for in person and/or virtual meeting logistics.
- Prepare bilingual (French and English) communications and materials including liaising with interpretation/translation contractors to comply with the Canadian Official Languages Act for national engagement activities where necessary.
- Liaise with interpreters and support the execution of simultaneous interpretation for online and/or in-person events.
- Develop and maintain positive relationships with regional and national sector and governmental colleagues.
- Assist in multimedia set-up for online and in-person events.
- Assist with and support the use of meeting engagement and interactivity software.
- Develop tools and materials in response to the needs of Working Group and National Programming Areas
- Work with the NSE team on additional and emerging projects as required.
Administrative Responsibilities
- Coordinate logistics of the NSE events, online and in-person meetings.
- Provide technical support during events and meetings.
- Data entry and database management, including maintaining contact lists.
- Filing and organizing, photocopying, scanning, and printing.Write meeting minutes or notes as required.
- Compile necessary information on national engagement activities and write activity narrative reports.
- Submit and process expense claims and invoices, including uploading to Docusign, and tracking expenses as required.
Leadership & Cross-Departmental Collaboration
- Maintain organization’s data privacy, IT, and cybersecurity policies with all organizational websites and ensure they comply with regulations and provide recommendations to improve policies as necessary.
- Work collaboratively with the AMSSA team to support communications including social media, newsletters, videos, and other communications.
- Work closely with NSE to integrate program initiatives within AMSSA’s broader strategic objectives.
- Produce website updates, newsletters, and other material to disseminate donation updates and information.
- Maintain distribution lists for members of the various bodies of the NSE.
Decolonization, Equity, and Inclusion
- Apply decolonization principles in program design, ensuring training materials are culturally inclusive and responsive.
- Engage with Indigenous and equity-deserving communities to create more inclusive pathways for participants.
- Challenge systemic barriers through advocacy, policy engagement, and external partnerships.
Sector Engagement & Advocacy
- Represent AMSSA, keeping AMSSA values in mind, at conferences, sector events, and community engagements to amplify for newcomer integration.
- Share program success stories and achievements through media, presentations, and social platforms.
- Build public awareness of the economic and social benefits of newcomer participation in the care economy.
Communications & Branding
- Understand and consistently express AMSSA’s values, messaging and brand voice and ensure all communications are aligned.
- Ensures that all communications adhere to funder requirements and organization’s branding.
SKILLS AND QUALIFICATIONS
• Bachelors degree and 3 year’s experience in project coordination is preferred
• Proven experience in logistics coordination or event management, ideally in national or large-scale programs, including handling travel arrangements, accommodation, and invitations for participants
• Ability to write activity reports, including compiling information on engagement activities, and creating evaluation surveys and feedback forms.
• Experience in creating reports and presentations (e.g., slide decks) to summarize events, meetings, and key action items.
• Experience conducting comprehensive research and preparing briefing materials.
• Familiarity with relationship management and the ability to maintain effective working relationships with internal and external stakeholders.
• Strong time management skills to coordinate multiple projects simultaneously.
• Ability to manage multiple tasks, prioritize work, and meet deadlines.
• Strong verbal and written communication skills.
• Experience in preparing bilingual communications and working in both English and French.
• Able to maintain accurate records, take minutes, and ensure quality documentation for meetings and events.
• Comfortable using event management software, online platforms (e.g., Zoom, Microsoft Teams), and other multimedia tools for virtual event setup.
• Ability to troubleshoot logistical issues during events, both virtual and in-person
• Ability to assist with additional and emerging projects as required, demonstrating flexibility and a willingness to take on new tasks.
• Experience in non-profit sector preferred.
