Assistant Manager, Meetings

Requisition ID: 181386

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

**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'.

**Is this role for you? In this role, you will be responsible for**:
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.
- 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[GS2] 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 planni