Event Manager

Purpose

Contributes to the overall success of the Lighthouse Event team ensuring specific team and individual goals, plans, and initiatives are executed/delivered to support 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 and 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‑ to medium‑size programs at the discretion of the Senior Manager. The individual must represent the organization with professionalism, courtesy, and integrity.

• Champions a customer focused culture to deepen client relationships and leverage broader Bank relationships, systems and knowledge.
• Work in close collaboration with the Senior Event Designer, accountable for the planning and execution of high‑quality client experiences through consistent event and conference management.
• Build deep, trusting relationships with business partners.
• Plan and execute assigned events and initiatives through to completion.
• Manage cost effectively, calibrating for the economic climate, shareholder value, optics, and business line objectives while delivering a quality and forward‑looking program.
• Identify risks to timelines and provide solutions to ensure all deliverables are met while managing client and team expectations with care and consideration.
• Manage approved budgets until program completion, working with the Manager, Financial & Operations Management (Events) to ensure event expenses are tracked, monitoring actual spend vs. budget, identifying risks and escalating as required; perform post‑event budget reconciliation within 60 days of event closing.
• Verify that invoices align with cost estimates, obtain the appropriate approvals for invoices and submit invoices and credit card expense reports in a timely manner.
• Ensure transparency regarding client expectations.
• Negotiate venue contracts on a program‑to‑program basis, work with Marketing Operations to meet event compliance and regulatory requirements including Third‑Party Risk Management, Procurement, Vendor Onboarding, and Expense Policy.
• Prepare all electronic and printed materials and collateral for events and conferences to ensure consistency and accuracy in messaging and branding, obtaining necessary approvals before circulation or production, working with creative and production services to meet brand standards and with marketing partners to maintain messaging consistency with brand and business objectives.
• Provide guidance and advice to clients on proper event logistics and details, based on objectives and program briefs.

• Provide venue selection options, including contract negotiation and site visits to ensure quality and appropriateness.
• Manage relationships with partners, participants, external vendors, suppliers, and agencies; review, manage, and report on event data.
• Provide on‑site support for assigned events and attend other events as delegated by the Senior Event Designer.
• Oversee the development of gift/giveaway options for events; ensure items are ordered to meet deadlines, quality standards, and regulatory requirements.
• Proactively identify opportunities to improve processes and work collaboratively with the team.
• Maintain standardized event processes and procedures including event documentation, templates, critical path (work‑back schedule), RASI (Responsible, Accountable, Support, Informed) document, project plans, function sheets, de‑brief documents, post‑event surveys, budget approvals, reconciliations, attendee tracking lists, and post‑event reports.
• Work…