Administrative Assistant Iii

6 months ago

Vancouver, Canada The City of Vancouver Full time

**Requisition ID**:40454

**Organization**

Located on the traditional, ancestral and unceded lands of the xʷməθkʷəy̓əm (Musqueam), Sḵwx̱wú7mesh (Squamish), and səlilwətaɬ (Tsleil-Waututh) Peoples, Vancouver has a commitment to becoming a City of Reconciliation. Vancouver consistently ranks as one of the world’s most liveable cities and is working towards being the greenest city in the world. Named among Canada's Top 100 Employers, BC's Top Employers, and Canada's Greenest Employers, the City of Vancouver seeks colleagues who can help shape and embody our core commitments to sustainability, decolonization, equity and outstanding quality of life for all residents.

Consider joining our committed team of staff and being part of an innovative, inclusive and rewarding workplace.

**Main Purpose and Function**

The Assistant to the FIFA World Cup 2026 (FWC26) Host City Secretariat Lead and a member of the FWC26 Host City Secretariat, will provide a wide variety of confidential and sensitive administrative support as well as organizing and coordinating daily activities of the FWC26 Host City Secretariat.

**Key Contacts and Reporting Relationships**

This position reports to the FWC26 Director of Coordination and Alignment and closely supports the FWC26 Host City Secretariat. Key contacts include: the City Leadership Team; senior City staff, (chiefly the supporting functions including legal, financial and communications); federal and provincial government agencies and external partners (including the Integrated Safety and Security Unit, PavCo, YVR, Parks Board, First Nations, and FIFA), and members of the public.

**Specific Duties/Responsibilities**
- Provides executive level confidential and administrative support for FWC26 Host City Secretariat.
- Coordinates and maintains the calendars of the FWC26 Host City Secretariat Lead and Team using judgement to prioritize meeting and event requests with a view to optimizing available time. This includes planning, organizing and scheduling meetings/events; screening requests for meetings/events; anticipating and working with external partners, stakeholders and senior city staff to resolve scheduling conflicts to ensure high priority meetings/events are accommodated in a timely fashion.
- Schedules meetings with internal staff, external partners and stakeholders including Provincial Government, Federal Government and FIFA contacts.
- Supports the FWC26 Host City Secretariat in managing and delivering all functions including, but not limited to: work plan management; financial management; procurement process; issues log; risk register, status reporting; change log; action item log, etc.
- Coordinates approval and sign off by the FWC26 Host City Secretariat of reports, budgetary matters and other reports.
- Manages a variety of sensitive and confidential matters including correspondence, agendas, minutes, contracts, and presentations; locates and assembles information for various reports and briefings; compiles and prepares meeting materials and minutes and attends meetings as required.
- Coordinates and assists the FWC26 Host City Secretariat to manage processes and feedback received by the FWC26 Host City Secretariat.
- Coordinates travel and accommodation arrangements for the FWC26 Host City Secretariat including complex itineraries requiring multiple flights, multiple destinations, multiple events and/or foreign travel. Manages rescheduling of travel arrangements as required.
- Coordinates Freedom of Information requests for the FWC26 Host City Secretariat.
- Other duties/responsibilities as assigned.

**Minimum Qualification Requirements**

Education and Experience:

- Diploma in Office Administration and a minimum three experience in a progressively administrative role in municipal government or an equivalent combination of education or experience.

**Knowledge, Skills and Abilities**:

- Thorough knowledge of Office 365 products with advanced knowledge of Outlook including the use of follow up flags, rules and alerts.
- Ability to exercise considerable independence and judgement with mínimal supervision.
- Ability to identify and understand the sensitive, confidential and/or controversial nature of all types of materials and handle with appropriate discretion.
- Ability to manage multiple tasks and projects and including the ability to change priorities in a high demand environment.
- Ability to anticipate and plan in advance solutions to problems and issues so they are managed in an efficient and effective manner.
- Ability to liaise with a wide variety of senior managers, their assistants and external partners and stakeholders on behalf of the Host City Team.
- Exceptional organizational skills including a high level of attention to detail. Excellent listening, oral and written communication skills.
- Experience with complex calendaring in an executive environment.
- Ability to compose and proofread correspondence, prepare reports in clear concis

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