Logistics Coordinator

Position: Logistics Coordinator

Status: Temporary (1-year), Part Time

Weekly Time commitment: 5 hours - 7 hours weekly

Department: Women in Leadership

Posted Date: Thursday, November 13, 2025

Reports To: Director, Women in Leadership

Celebrating Excellence and Empowering Change. That’s our mission at MAX, where we recognize and celebrate the professional, educational, and charitable contributions of Muslims in North America. Through events like the MAX Gala, we aim to inspire leadership and foster a dynamic community that energizes the economy and expands our cultural horizons.

In September 2015, a group of professionals came together with a vision ‘to elevate the brand of Muslims in Canada by recognizing & motivating high achievement.’ In an effort to recognize, celebrate, encourage and motivate such achievements, commitment to excellence and service- the concept of MAX was born. If you are passionate about your career, motivated to improve the lives of our community, committed to excellence, and helping others, consider joining MAX.

Job Summary

The Logistics Coordinator will play a pivotal role in planning and executing MAX Montreal’s Women in Leadership (WIL) events. This role involves managing logistics, coordinating with vendors and stakeholders, and ensuring a seamless experience for attendees from pre-event planning to post-event wrap-up. The Logistics Coordinator will work closely with the WIL team to fulfill MAX’s mission by delivering memorable events that showcase professional excellence and foster community engagement.

Key Responsibilities

- Lead the logistical planning and execution of MAX Women in Leadership events from concept to completion.
- Coordinate event logistics including venue selection, catering, audio/visual setup, and guest accommodations.
- Liaise with award recipients, speakers, and VIP attendees to ensure smooth communication and scheduling.
- Manage detailed event timelines, task trackers, and vendor contracts.
- Collaborate with marketing and design teams to develop promotional materials and event content.
- Oversee event registration, RSVP tracking, and attendee communications.
- Support on-site event setup and teardown, ensuring all logistics run efficiently.
- Manage event budgets and track expenses in coordination with the WIL VPs.
- Ensure compliance with local regulations and organizational standards.
- Support the collection, analysis, and reporting of people data to provide actionable insights and identify areas for improvement

Qualifications

The ideal candidate will be a detail-oriented, proactive, and organized professional with strong interpersonal and time management skills. You thrive in dynamic environments, enjoy working behind the scenes to make events run flawlessly, and are committed to delivering high‑quality experiences. You have:

- Strong organizational, communication, negotiation, and multitasking skills, with the ability to meet deadlines in a fast‑paced, volunteer‑driven environment.
- 2‑3 years of experience in event planning, project coordination, or operations, preferably working in a corporate setting.
- Strong ability to coordinate with vendors, suppliers, and partners to ensure timely deliverables. Established relationships with vendors and service providers in Montreal’s professional landscape is considered an asset.
- Experience managing and tracking expenses and budgets effectively.
- Demonstrated experience using event tools such as Eventbrite, as well as proficiency in collaborative tools such as Microsoft Office Suite and Google Workspaces tools.

- A collaborative attitude and a passion for empowering women and advancing representation.

- Ability to remain calm and adaptable under pressure and maintain a customer‑service mindset.
- Established relationships with vendors and service providers considered an asset.
- 3 years of experience working in a corporate setting.

What we offer

- Opportunity to network with accomplished Muslim professionals across sectors.
- Access to mentorship and professional development and learning opportunities.
- Hands‑on experience delivering high‑profile events for a national organization serving professional Muslims.

Notes to applicants

If you do not see yourself fully reflected in every job requirement listed on this posting, we still encourage you to reach out and apply. Research has shown candidates from underrepresented groups often only apply when they feel 100% qualified. We encourage applicants who are members of groups that have been marginalized on any grounds enumerated under the Ontario Human Rights Code to consider this opportunity.

MAX is an equal opportunity organization committed to fostering a healthy, safe and respectful environment for healing, based on our values of compassion, excellence and courage. To be Better Together, we commit to fostering a respectful workplace culture that promotes a safe and supportive environment for everyone.

In accordance with the Accessibility for Ontarians with Disabilities Act, 2005 and the Ontario Human Rights Code, MAX will provide accommodation throughout the recruitment and selection process to applicants with disabilities as required.

Applicants must be eligible to work in Canada. We would like to thank all applicants for their interest in this position, however, only those selected for an interview will be contacted.

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