Event Manager

Requisition ID: 249201

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

Purpose

Contributes to the overall success of the Lighthouse Event team ensuring specific team and individual goals, plans, and initiatives are executed/deliver support of the team’s business strategies and objectives. Ensures all activities conducted are in compliance with governing regulations, internal policies, and procedures. This role is responsible for supporting the planning and execution of events and conferences for Scotiabank stakeholders. These events are highly visible and involve clients, business partners as well as senior-level executives. The role involves managing components of the programs as assigned by the Senior Event Designer, onsite execution, partner relationships, sourcing internal and external vendors/suppliers, where applicable venue research & negotiations/contracting, and budget and cost management. The role may lead the planning and execution of small-medium-size programs at the discretion of the Senior Manager. The Individual must represent the organization with professionalism, courtesy, and integrity.

Is this role right for you? in this role, you will:

• Champions a customer focused culture to deepen client relationships and leverage broader Bank relationships, systems and knowledge.
• Working in close collaboration with Senior Event Designer, accountable for the planning and execution of hhigh-quality client experiences through:
• Expertly and consistently managed events and conferences.
• Building deep, trusting relationships with business partners.
• Planning and execution on assigned events and initiatives through to completion.
• Managing cost effectively, calibrating for the current economic climate, shareholder value, optics, and business line objectives, while still delivering a quality and forward-looking program.
• Identifying risks to timelines and provides solutions to ensure all deliverables are met while managing client and team expectations with care and consideration.
• Managing approved budgets until program completion, including working with the Manager, Financial & Operations Management (Events) to ensure event expenses are appropriately tracked, monitoring actual spend vs budget, identifying any risks and escalating as required; performs post event budget reconciliation within 60 days of event closing.
• Manage event expenses, including verifying that invoices are aligned with cost estimates, obtaining the appropriate approvals for invoices, and submitting invoices and credit card expense reports in a timely manner.
• Ensures transparency as it relates to client expectations.
• On a program-to-program basis, may negotiate venue contracts. Works with Marketing Operations team to ensure event compliance and regulatory requirements are met, including Third-Party Risk Management, Procurement, Vendor Onboarding, and Expense Policy.
• Prepares all electronic and printed materials and collateral for events and conferences to ensure consistency and accuracy in messaging and branding and obtains necessary approvals before circulation or production; works collaboratively with creative and production services to ensure brand standards are met; and with marketing partners to ensure messaging is consistent with brand and business objectives.
• Provides guidance and advice to clients on proper event logistics & details, based on objectives and program briefs.

Leads and manages all aspects of event execution, end-to-end, including:

• Provides options for venue selection, including contract negotiation and site visits to ensure the quality and appropriateness of the site.
• Manages relationships with partners, participants, external vendors, suppliers, and agencies, reviewing, managing, and reporting on event data.
• Providing on-site support for assigned events and attending other events as delegated by the Senior Event Designer.
• Oversees the development of gift/giveaway options for events and ensures that items are ordered to meet required deadlines, quality standards, and regulatory requirements.
• Proactively identifies opportunities to improve processes and works collaboratively with the team.
• Maintain standardized event processes and procedures including but not limited to event documentation, standard templates, critical path (work-back schedule), RASI (Responsible, Accountable, Support, Informed document), project plans, function sheets, de-brief documents, post-event surveys, budget aapprovals and reconciliations, attendee tracking lists, and post-event reports.
• Work within the preferred list of preferred vendors; identify potential vendors/suppliers where applicable.
• Help to maintain the preferred venue database.
• Responsible for the integrity and accuracy of event information on Aventri/STOVA, the event portal, and the Lighthouse Event Marketing shared drives.
• Document, and reconcile event contracts, invoices, and expenses per the process identified and within the timeframe prescribed by operations.
• Understand how the Bank’s risk appetite and risk culture should be considered in day-to-day activities and decisions.
• Champions a high-performance environment and demonstrates a commitment to Scotiabank’s values: accountability, passion, integrity and respect. Delivers results in accordance with Scotiabank behavioural competencies. Creates an inclusive team culture and an environment where team members hear, share, and appreciate diverse perspectives.
• Directs day-to-day activities in a manner consistent with the Bank’s risk culture and the relevant risk appetite statement and limits.
• Actively pursues effective and efficient operations of his/her respective areas, while ensuring the adequacy, adherence to and effectiveness of day-to-day business controls to meet obligations with respect to operational risk, regulatory compliance risk, AML/ATF risk and conduct risk, including but not limited to responsibilities under the Operational Risk Management Framework, Regulatory Compliance Risk Management Framework, AML/ATF Global Handbook and the Guidelines for Business Conduct.
• Education / Experience / Other Information (include only those that are specific to the role)
• This role will support programs according to the team assigned. There may be cases where the role manages and/or supports and/or contributes to programs outside of immediate coverage. This is at the discretion of the Senior Event Designer
• This role may be required to manage budgets
• Depending on the number of events and time of year this role may manage/support/contribute to 10 or more events at any given time. Capacity and scope will be factors that contribute to the work assigned.
• This role is responsible for ensuring alignment with third-party risk management, procurement, expense policy, enterprise risk, security, and compliance.
• This role must act in accordance with the enterprise code of conduct.
• Performance is assessed on the above-mentioned accountabilities and alignment with the Lighthouse Events mandate and objectives. Performance is based on results (the “what”) and key competencies that demonstrate “how” the individual delivers those results.
• The role takes direction from the Senior Event Designer. On a regular basis, the role must work with internal BNS and external clients, up to senior executive levels. As such the role must be transparent with the project lead and the Senior Manager and request direction in situations that are outside the scope of the role
• When applicable, the Individual works in tandem with the business lines to make decisions regarding the budget, theme, agenda, and location of events.
• In troubleshooting situations/ on-site at a program, the individual must be comfortable in making decisions and taking accountability, as well as taking direction from the Senior Event Manager

Do you have the skills that will enable you to succeed in this role? We’d love to work with you if you have:

• 5 years of work experience in event and project management in a similar capacity. •Industry designation e.g., CMP or CSEP is helpful
• Experience in the financial services industry as well as awareness of the financial services competitive marketplace and trends are an asset.
• The ability to speak/write in French and/or Spanish is an asset.
• Solid written communication skills and strong proficiency in MS Office and Adobe applications.
• Extensive and current knowledge of event venues, entertainment options, and contacts in the GTA, North America, and internationally to meet constant demand from clients for new and unique event experiences.
• Strong people skills and ability to work under pressure and with multiple timelines and priority clients.
• Strong client service focus
• Flexibility to work evenings and weekends.
• Ability and flexibility to travel to off-site venues for site inspection and execution as necessary.
• Expertise in MS Office Suite Excel, PowerPoint, Word, and MS Teams
• Attention to detail and diligence with follow-up and follow-through.
• The ability to problem solve under pressure (e.g., time constraints, demanding clients, and change in requirements) and strong problem-resolution skills are major requirements for success in this position

Working Conditions

• Moderate travel domestically/internationally/globally depending on the portfolio.
• Must have a valid passport.
• The internal partners that the event team services are very demanding, resulting in a high-pressure environment fast-paced paced and has tight deadlines. As well there are many last-minute requests, resulting in modifications to events that in turn require escalation to and support by the Senior Manager.
• Significant evening and weekend work is required, with occasional single shifts of up to 20 hours. Some travel is also required to execute certain programs.
• This position is eligible for overtime.

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.