Event and Experience Lead, The Commons (On-Site)

Requisition ID: 228745

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

Purpose:

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. The Commons is an exclusive space for Scotiabankers and their accompanied guests and acts as the heart of the downtown Toronto campus.

As an Event & Experience Lead you will work within a larger team to support and facilitate a first-class employee and visitor experience in The Commons and work comfortably with a wide variety of people at all levels.

Is this role right 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
Responsible for The Commons and Ecosystems branding creating engaging digital communication infographics announcements including HTML to drive awareness and highlight events and foster inclusive employee engagement.
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 clients 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.

Other

Participate in OHS Committee to ensure The Commons 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 Banks 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 Scotiabanks 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.

Do you have the skills that enable you to succeed in this role Wed love to work with you if you have:

Education or equivalent work experience in customer service and event management.
Excellent and proven customer service focus record
Excellent verbal and written communication skills including presentation skills to small/medium sized groups
Able to work with minimum supervision and in collaboration with a large team
Strong relationship and people-oriented skills
Basic skills in MS Office (Word Excel Outlook One Note)
Experience using social media as a marketing tool and Adobe Creative Cloud and HTML is considered an asset
Knowledge of conference/meeting room technology videoconferencing etc. or ability to learn

Work Arrangement:

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 King Street West. 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.

Interested

At Scotiabank every employee is empowered to reach their fullest potential respected for who they are and embraced for their differences. That is why we work to grow and diversify talent and engage employees in a performance-oriented culture.

Whats in it for you

Scotiabank wants you to be able to bring your best self to work and life every day. With a focus on holistic well-being our many flexible benefit programs are designed to help support your unique family financial physical mental and social health needs.

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.