- Junior
- Office in Toronto
At FIFA26, our vision is to unite the world through the greatest sporting event of all time. The FIFA World Cup 26™ will mark the first time that the tournament will feature 48 teams and be hosted by three countries: Canada, Mexico and the USA. This new format will redefine excellence, generating unique opportunities for greater participation and engagement among fans and players across North America and all over the world. Now is your time to become a game changer and join the workforce that will plan and deliver this extraordinary and unforgettable experience.
THE POSITION
Main activities and responsibilities
Reporting organisationally to the Office Manager, the Office Administrator will be a key member of the FIFA26 Toronto Office, and work in close collaboration with the Administration team and other key individuals responsible for delivering administration services to the Toronto office for various teams, and Functional Areas.
The main responsibilities and oversights of the Office Administrator for the FIFA World Cup 26™ Toronto Office include:
Reporting organisationally to the Office Manager, the Office Administrator will be a key member of the FIFA26 Toronto Office, and work in close collaboration with the Administration team and other key individuals responsible for delivering administration services to the Toronto office for various teams, and Functional Areas.
The main responsibilities and oversights of the Office Administrator for the FIFA World Cup 26™ Toronto Office include:
- Greet and welcome visitors as they arrive at the office, providing a positive and professional first impression and experience.
- Manage competing demands by prioritizing tasks based on urgency and importance, ensuring all needs are attended to and service quality is maintained.
- Answer incoming calls and direct them to the appropriate person or department, or take messages as needed.
- Support in the management of the office's main email inbox, responding to inquiries or forwarding messages to the relevant team members.
- Maintain the cleanliness and organization of the office, ensuring it reflects the professionalism of FIFA. Inclusive of, but not limited to high traffic areas , the reception area, before and after meetings in all boardrooms.
- Manage incoming and outgoing mail and packages, including sorting, distributing, and logging deliveries; and associated courier services.
- Schedule appointments, meetings, and meeting rooms for staff and visitors using electronic calendar systems.
- Assist with administrative tasks such as data entry, filing, photocopying, laminating and scanning documents.
- Support in the monitoring and maintenance of kitchen & office supplies inventory, placing orders as needed to ensure adequate stock levels; inclusive of VIK (value in kind) product.
- Assist with basic clerical duties, including typing, drafting correspondence, and preparing documents.
- Serve as a liaison between visitors and staff, providing information and assistance as required.
- Adhere to security procedures by monitoring access to the office and issuing visitor badges as necessary.
- Collaborate with other administrative staff to ensure seamless operations and support across the organization.
- Stay informed about FIFA events, initiatives, and policies to provide accurate information to visitors and callers.
- Handle sensitive information with confidentiality and discretion, maintaining privacy and security protocols at all times.
- Support as required in the planning and execution of company and office events, including catering and tech support, as well as set up and take down/clean up after the event.
- Primary support and back up to the Office Manager; inclusive of all office management services and other duties as assigned.
- Support the Office Manager and Host City Operations Coordinator in the administration of the VAN venue office as needed.
- Integral collaborator and support to the employee experience specifically for new hires and onboarding activities.
- This role will be in office 5 days a week.
- Adjustments to work hours may be required to ensure adequate coverage at reception and within the Office Management Functional Area.
- Other duties as assigned.
FIFA World Cup 26 Skills Framework
ACCOUNTABILITY: Demonstrate commitment to responsibilities and objectively analyze one’s behaviour, while assuming consequences of one’s own actions and/or decisions and learning from one’s mistakes.
DECISION MAKING: Ability to identify and swiftly make decisions in critical situations, take initiative and calculated risks, explore alternative solutions, and respond promptly to unforeseen circumstances.
INCLUSIVITY: Achieve shared organizational objectives by sharing information with colleagues across all levels and divisions, tangibly influencing others, and maintaining a network of support contacts.
INITIATIVE: Capacity to break new ground, look for unconventional solutions, and produce fresh ideas.
INNOVATION: Capacity to break new ground, look for unconventional solutions, and produce fresh ideas.
LEADERSHIP: Ability to lead one’s contacts/colleagues/partners, encourage teamwork, and delegate authority / decision-making power, as needed, to produce the expected results and make efficient use of the team’s skills and talents.
VISION: Ability to perceive the organization's global environmental impact, anticipate decision consequences, grasp organizational missions, and formulate strategic plans.
Education & Qualifications
- Previous experience as a receptionist, office administrator or in a similar front desk role, demonstrating proficiency in managing a busy office environment and providing excellent customer service to visitors and callers.
- Excellent verbal and written communication skills.
Work Experience
- Strong organizational skills with the ability to multitask, adapt quickly and prioritize tasks effectively, ensuring smooth operations and timely completion of duties in a dynamic work setting.
- Strong problem-solving abilities and the capacity to making quick and informed decisions to address unexpected challenges, and escalate issues in a timely manner.
- Familiarity with office equipment and software, including phone systems, email platforms, calendar applications, and basic administrative tools, enabling efficient communication and task management.
Languages
- Fluent in English. French proficiency is a plus
Technology
- Proficient in MS Office (Excel, Word, PowerPoint, Visio & Project), Monday.com and planning software and online collaboration tools.
FIFA26 is a proud equal opportunity employer that is committed to diversity, equity, and inclusion and prohibits discrimination of any kind on the basis race, colour, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any other characteristic protected by law.
