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Title:  Assistant Manager, Meetings & Events

 

 

 

Requisition ID: 162992

Join a purpose driven winning team, committed to results, in an inclusive and high-performing culture.

 

Position:  Assistant Manager, Meetings & Events
Business Line: Ecosystem Operations, Global Operations 

 

Purpose

Contributes to the overall success of Operations/Global Operations in Canada ensuring specific individual goals, plans, initiatives are executed / delivered in support of the team’s business strategies and objectives.  Ensures all activities conducted are in compliance with governing regulations, internal policies and procedures.
The Commons is designed to promote mobility and flexibility allowing Scotiabank employees to be effective from anywhere. Employees are empowered to make the choice of where to work and in that makes them, and others most effective.
As Assistant Manager, Meetings and Events, you will work within a larger team to support and facilitate a first-class employee and visitor experience in The Commons/Scotiabank North 3rd Floor space and work comfortably with a wide variety of people at all levels. The Commons is an exclusive space for Scotiabankers and their accompanied guests and acts as the ‘heart of the downtown Toronto campus'.
 

 

Accountabilities 


Employee Experience
•    Champions a customer focused culture to deepen client relationships and leverage broader Bank relationships, systems and knowledge.
•    Effectively maintain schedules to ensure high visibility of operations and support day to day operations.
•    Perform frequent walk throughs of all spaces to assist employees to use settings and equipment correctly.  
•    Respond to emails sent to The Commons inbox and/or moderate Workplace, Scotiabank Live Sites and perimeter screen content; food service issues are brought to the attention of Aramark and/or Food Services Manager.
•    Able to troubleshoot and resolve operational issues promptly and professionally; proactively anticipate needs of employees within The Commons and while concurrently taking steps towards solutions.
•    Contribute to a team focus of continuous improvement, improving how we work, including the experiences and environment within The Commons. 
•    Work closely with varying teams or groups to support the planning/execution of engagement activities within The Commons.
•    Provide access to employees and trouble shoot issues with badges and QR codes.
•    Provide on-site and re-entry support where provincial guidelines allow, supporting all aspects of the physical space.  

 

Change Management & Continuous Improvement
•    Support the Way We Work change program by floor walking whenever possible and observing usage of work settings. 
•    Perform regular sweeps to clear abandoned belongings. Assist employees to use settings and equipment correctly and to follow the Common Courtesies. 
•    Proactively identifies continuous improvement opportunities and recommends changes to improve the overall productivity and effectiveness of The Commons operations. 
•    Participate operations meetings with other support providers to identify root causes, action or escalate issues as appropriate.  

 

Event and Meeting Management 
•    Manages incoming inquiries for meetings, events, booths and filming space; assigns appropriate rooms available.
•    Provide strategic guidance on event planning to ensure client’s objectives are met for each event.
•    Consult with client on audio-visual requirements and provide recommendations to achieve event objectives with the least cost and best result using in-house capabilities whenever possible.
•    Communicate event requirements to operating department following prescribed process including communicating last minute changes in a timely manner.
•    Providing client with cost quotation for bookings, using creative thinking to meet budget constraints wherever possible.
•    Demonstrating proper judgment in accommodating guest requests on site.
•    Reviewing meeting room, food and beverage & audio-visual set up in advance of client arrival, and liaising with operations teams to remedy deficiencies.
•    Monitoring service levels provided of food and beverage provider and correcting immediately as required or escalating to the Manager in case of persistent issues.
•    Managing requests for space to maximize usage, and minimize labour required to change rooms.
•    Following conclusion of event, collecting all necessary costs and processing client billing as prescribed by processes.
•    Researching, and contracting external vendors to fulfill client event requirements where necessary, and managing external vendors while on site.

 

Administrative Support for The Commons
•    Assist in providing general administrative support for The Commons on an as needed basis.
•    Proactively coordinating with Building Services or Real Estate on issues with cleaning, HVAC, lighting etc. to ensure any operational, janitorial issues are resolved quickly.
•    Ensuring stationery/supplies are monitored and replenished.
•    Maintaining records of keys / security credentials relating to premises and controlling access.  Raise with security any suspicious activity.

 

Support for Scotiabank North 
•    Assists in the planning, organization, and execution of Scotiabank North, 3rd floor space. 
•    Assists in the sustainment of Scotiabank North (meeting & event planning, administrative management, facilities management of the space).
•    Works collaboratively with SBN Coordinator to ensure comprehensive on-site support and appropriate staffing levels for SBN based on meetings/events.
•    Proactively coordinating with Building Services or Real Estate on issues with cleaning, HVAC, lighting etc. to ensure any operational, janitorial issues are resolved quickly.
•    Ensuring stationery/supplies are monitored and replenished.
•    Maintaining records of keys / security credentials relating to premises and controlling access. Raise with security any suspicious activity.
•    Supports monthly and weekly invoicing/reporting for food services provided and NBCAU for Scotiabank North as well as regular reporting.
•    Responsible for the digital content of the space. 

 

Other
•    Participate in OHS Committee to ensure that Scotiabank North 3rd Floor space has adequate Fire Wardens, First Aid Attendants & Health and Safety representatives.  Ensure that the number and names of the representatives is up to date.
•    Understand how the Bank’s risk appetite and risk culture should be considered in day-to-day activities and decisions.
•    Actively pursues effective and efficient operations of his/her respective areas in accordance with Scotiabank’s Values, its Code of Conduct and the Global Sales Principles, while ensuring the adequacy, adherence to and effectiveness of day-to-day business controls to meet obligations with respect to operational, compliance, AML/ATF/sanctions and conduct risk.
•    Champions a high-performance environment and contributes to an inclusive work environment. 
•    Other duties as assigned.
 

 

Dimensions

•    The Commons is located at 40 King servicing approx. 1500 employees and visitors every-day.
•    Scotiabank North is located at 40 Temperance Street, servicing up to 1500 employees and visitors every-day.
•    With minimal supervision, the Assistant Manager, Meetings and Events is responsible for managing issues raised by employees and visitors of the Commons and Scotiabank North, 3rd Floor space. 
•    Role requires a level of independence and initiative. 
•    Must be flexible and adaptable to manage multiple priorities and their own workload in a fast-paced environment.

 

Requirements

•    Post-secondary degree from a credited university or college with a minimum of 2 years of related experience or equivalent work experience in customer service and event management.
•    5+ years of Event & Meeting planning experience is considered an asset.
•    Excellent communication and interpersonal skills in dealing effectively with issues and interacting with internal and external parties, including presentation skills to small/medium sized groups.
•    Good knowledge of Bank HR polices, practices and legal requirements.
•    Excellent and proven customer service focus record.
•    Able to work with minimum supervision and in collaboration with a large team.
•    Strong relationship and people-oriented skills.
•    Excellent Microsoft Office skills, with high proficiency in Excel, PowerPoint and data management.
•    Experience using social media as a marketing tool and Adobe Creative Cloud is considered an asset.
•    Knowledge of conference/meeting room technology, videoconferencing, etc. or ability to learn.

 

Working Conditions

Regular hours of work are 37.5 hours per week, scheduled in accordance with events and contingent staffing required. This role requires working in a non-standard work environment, located at 40 Temperance Street.  There can be stress resulting from tight deadlines and critical service obligations and requirements. 

Core hours of operation are Monday-Friday, 7:30am-6:00pm.  However, this position may be scheduled for flexible/extended work hours as dictated by business levels as non-standard hours are a common occurrence.
 

#IN-GO

 

Location(s):  Canada : Ontario : Toronto 

Scotiabank is a leading bank in the Americas. Guided by our purpose: "for every future", we help our customers, their families and their communities achieve success through a broad range of advice, products and services, including personal and commercial banking, wealth management and private banking, corporate and investment banking, and capital markets.  

At Scotiabank, we value the unique skills and experiences each individual brings to the Bank, and are committed to creating and maintaining an inclusive and accessible environment for everyone. If you require accommodation (including, but not limited to, an accessible interview site, alternate format documents, ASL Interpreter, or Assistive Technology) during the recruitment and selection process, please let our Recruitment team know. If you require technical assistance, please click here. Candidates must apply directly online to be considered for this role. We thank all applicants for their interest in a career at Scotiabank; however, only those candidates who are selected for an interview will be contacted.


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