External Relations and Protocol Coordinator

4 months ago

Vancouver, Canada The City of Vancouver Full time

**Requisition ID**:38791

**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 Protocol Events Coordinator II takes a lead role in planning, organizing, coordinating and implementing protocol events and external relations activities such as events, awards and official visits, study tours, and delegations for the City of Vancouver; liaises with various officials and organizations on external and international relations matters; provides leadership to departmental representatives in coordinating events; and researches and prepares resource materials relevant to visits and events.

**Key Contacts and Reporting Relationships**

**Specific Duties/Responsibilities**
- Develops, plans, organizes, coordinates and implements various protocol events and external relations activities; provides support to a superior in the planning and implementation of complex events.
- Attends external relations and protocol functions and resolves issues which may arise; liaises with delegations and visitors during events.
- Evaluates and prioritizes delegation requests, giving priority to delegation requests that align with key City goals and priorities.
- Provides leadership in coordinating study tours, official visits and delegations. Coordinates and sets up briefings and workshops for professional and political exchanges.
- Makes recommendations on strategic planning matters related to the City’s external and international relations.
- Establishes and maintains working relationships with a variety of internal, external and international contacts; liaises and coordinates with Mayor and Council, city officials and external stakeholders and organizations on external and international relations matters.
- Facilitates event committees comprised of elected officials, City employees, and community members.
- Responds to information requests from all levels of staff, other government agencies, elected officials and members of the public.
- Researches, prepares and distributes background information and other resource materials relevant to visits, ceremonies and protocol events.
- Maintains a current awareness of civic, national and international issues; establishes and maintains information files on civic services, issues and activities.
- Composes reports and correspondence; tracks and maintains statistical information; establishes and maintains databases; prepares charts, tables, diagrams and spreadsheets. Identifies trends and connections uncovered through the collection of statistical information, and makes recommendations related to the City’s external and international relations activities.
- Composes speeches, scripts and introductions for elected officials and masters of ceremonies where needed.
- Prepares content for the City webpages related to protocol and events.
- Monitors the Protocol events budgets and suggests mitigation where necessary.
- Maintains inventory of presentation items and official gifts; sources new suppliers and selects gifts.
- Other duties as required.

**Minimum Position Requirements**

Education and Experience:

- University degree in a field such as international relations, communications or public administration plus sound related experience, or an equivalent combination of training and experience

Knowledge, Skills and Abilities
- Thorough knowledge of the methods, practices, techniques, rules and procedures related to the external relations and protocol work performed.
- Considerable knowledge of municipal government and council proceedings and current civic issues.
- Working knowledge of international protocol including order of precedence, rules of flags, and social etiquette.
- Awareness of local First Nations culture, traditions, social history and protocols.
- Exceptional organizational skills, is self-motivated, pays attention to detail, and ability to work under stress with tight timeframes;
- Excellent time management skills, able to work within a team environment and build and foster collaborative relationships;
- Ability to plan, organize and coordinate public events in a timely manner and to resolve problems which arise during events.
- Ability to establish and maintain effective and positive working relations with a variety of internal and

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