Communications Consultant – Strategic Planning and Campaign Coordination

About Ontario HIV Treatment Network

The Ontario HIV Treatment Network (OHTN), founded in 1998, is a nonprofit organization committed to enhancing the health and lives of individuals living with or at risk of HIV. Utilizing data and evidence, OHTN collaborates with testing programs, clinics, community organizations, and policy leaders to implement provincial HIV strategies and priorities.

Role Overview

This consultancy involves delivering strategic communications planning, coordination, stakeholder engagement, and execution support for the KnowHIV campaign and associated initiatives. The consultant will manage governance, planning, documentation, and coordination to ensure smooth campaign delivery across internal teams, agency partners, community groups, and external stakeholders.

Key Responsibilities

• Manage campaign schedules, project trackers, timelines, and status reporting.
• Track action items, decisions, risks, dependencies, and follow-ups.
• Coordinate various campaign workstreams including creative, media, web, analytics, research, translation, content, and community engagement.
• Maintain governance documentation such as decision logs, issue registers, and approval records.
• Prepare materials for internal reviews and approvals.
• Ensure clarity on priorities, timelines, responsibilities, and next steps.
• Identify and alert on risks or missing information affecting timelines.
• Support delivery of campaign outputs by organizing documentation and follow-ups.
• Facilitate coordination and communication with agency partners and external collaborators, tracking deliverables and approvals.
• Ensure external partners have necessary context, assets, and deadlines.
• Prepare draft feedback and follow-up messages for review.
• Review materials for quality, accessibility, tone, and message alignment.
• Document meeting outcomes including decisions and revisions.
• Create initial drafts of campaign materials including emails, briefs, reports, notes, web and social copy, presentations, and partner communications.
• Ensure communications are clear, concise, accessible, and aligned with campaign messaging, emphasizing non-stigmatizing and equity-informed language around HIV-related topics.
• Summarize campaign performance data and reporting from analytics tools and agency reports.
• Support reporting related to website traffic, engagement metrics, paid and organic media, and audience interaction.
• Maintain organized tracking of UTM links, campaign metrics, and performance summaries.
• Support preparation and coordination of partner and stakeholder meetings, including scheduling, agenda creation, note-taking, and documentation of feedback.
• Assist in community partner engagement and documentation of input and follow-up actions.
• Participate in regular team check-ins and prepare supporting materials for leadership updates and internal briefings.
• Support knowledge transfer and onboarding documentation to ensure continuity.

Consultant Requirements

• Proven experience in strategic communications planning, stakeholder engagement, and project management within nonprofit, healthcare, or community sectors.
• Skills in project planning, milestone tracking, risk management, and multi-agency coordination.
• Strong abilities in communications strategy, content creation, and stakeholder communications.
• Background knowledge in HIV, public health, community health, harm reduction, or health equity programming is highly desirable.
• Excellent written communication capabilities, including preparing reports, briefing notes, meeting summaries, and implementation plans.

Preferred Experience (Assets)

• Working experience in public health sectors such as HIV, sexual health, or harm reduction.
• Experience in marketing, advertising, or communications agencies.
• Familiarity with digital analytics tools like GA4, Microsoft Clarity, UTM tracking, and campaign performance reporting.
• Community engagement experience with diverse populations disproportionately affected by HIV.
• Expertise in agency coordination, media management, content production, and campaign delivery.
• Proficiency in developing plain-language, accessible, and anti-stigmatizing communications.

Additional Information

Engagement Type: Independent Contractor

Project Sponsor: Director, Sector Partnerships & Integrated Services

Project Term: Approximately 6 months, starting immediately

Location: Remote work with occasional meetings at 1300 Yonge Street, Toronto, ON

Contracting Fees: Negotiable, invoiced per deliverables or milestones

Conflict of Interest: Consultants must disclose any actual or potential conflicts prior to and during the contract and must avoid engagements that undermine confidentiality or project integrity.

Commitment to Diversity and Inclusion

The OHTN encourages proposals from individuals who respect diversity across race, ethnicity, gender identity, sexual orientation, socioeconomic status, disability, and lived experience. They are committed to anti-racism and truth & reconciliation and promote meaningful involvement of people living with HIV/AIDS.