Administrator, Proxy and Print Teams (12 Months Contract)

TMX Group; Toronto; Hybrid; CAD 50,000 - 70,000; Full time

Job summary

A major financial services company in Toronto is seeking an Administrator to support print and proxy services for shareholder meetings. This hybrid role includes managing databases, preparing reports, and coordinating with various stakeholders, both internally and externally. Candidates should possess excellent time management skills and strong communication abilities. Familiarity with regulatory requirements is a plus. The position offers a chance to contribute to critical operations in a leading organization dedicated to innovation and growth.

Benefits

Flexible work environment

Generous time-off and leaves

Qualifications

• Ability to download and process electronic files and reports with high accuracy.
• Maintain positive relationships with internal and external stakeholders.
• Initiate and manage meeting setup and regulatory compliance.

Responsibilities

• Coordinate with stakeholders to ensure project timelines are met.
• Track document management and perform validation tasks.
• Prepare and present detailed reports to management.

Skills

Excellent time management skills

Attention to detail

Effective oral and written communication skills

Teamwork

Ability to work independently

Adaptability

Proficiency in Microsoft Office Suite

Database Management

Tools

Microsoft Office Suite

Gmail/Google

Job description

Venture outside the ordinary - TMX Careers

The TMX group of companies includes leading global exchanges such as the Toronto Stock Exchange, Montreal Exchange, and numerous innovative organizations enhancing capital markets. United as a global team, we’re connecting cross-functionally, traversing industries and geographies, moving opportunity into action, advancing global economic growth, and propelling progress. Through a rich exchange of ideas, meaningful collaboration, and a nimble operating model, we're powering some of the nation's most critical systems, fueling capital formation and innovation, bringing increased opportunity to business visionaries, product ingenuity to consumers, and career exploration to our team.

Ready to be part of the action?

The Administrator contributes to the day-to-day operations of print and proxy services concerning the administrative work to initiate shareholder meetings and mailings sent to the client’s shareholders. They also support the Client Management team with planning, client requests, timelines, and other needs as required. This role involves internal interactions with co-workers, relationship managers, and finance, and external interactions with brokers, vendors, shareholders, and issuer clients or agents.

This role is hybrid (2 - 3 days/week in the office) - based in Toronto, ON.

Key Responsibilities

• Download and process electronic files and reports
• Update and maintain internal databases while ensuring a high level of detail and accuracy
• Prepare spreadsheets for various forms of reporting
• Coordination with internal and external stakeholders
• Complete and track monthly billable services
• Track and perform document management tasks
• Flexibility with working overtime when required (with a focus on March to June)
• Assist with training of summer contract staff
• Other duties may be assigned as necessary
• Initiating the specialized meeting setup and external and internal notices to comply with regulatory requirements under National Instruments 54-101, 51-102, and the relevant Corporate Acts.
• Initiating, coordinating, monitoring, printing, and mailing services for proxy and non-proxy materials, between relationship managers, issuers, and vendors in accordance with regulatory requirements under National Instruments 54-101, 51-102, and the relevant Corporate Acts. Requests may be standard business as usual or special requests.
• Validation and tabulation of proxies according to Security Transfer Association of Canada (STAC) Proxy Protocol Guidelines, to ensure that the votes cast for the motions to be to a vote at Issuers’ shareholder meetings are properly and accurately accounted for.
• Provide reports to the Relationship Management teams, including vote reports, vote reject reports, and overvoting reports, which are presented to the issuer or Chair of the meeting for use at the shareholder meeting.
• Ensure the Relationship Management team has appropriate reporting to allow them to successfully act as scrutineer at the shareholder meeting and provide reports to the issuer and meeting Chair indicating if motions have passed or failed.
• Working with confidential shareholder information and managing confidential voting.
• Completing affidavits of mailing for submission to clients
• Completing post-meeting packages of material for client distribution.
• Completing billing files for submission to finance.

Must Have (s)

• Organization: Excellent time management skills, attention to detail, the capacity to prioritize by assessing situations to determine urgency, ability to develop a work schedule, set goals, create/implement action plans, monitor progress, and ability to make clear, timely decisions
• Relationships: Maintain positive working relationships
• Communication: Excellent and effective oral and written communication skills
• Teamwork: Work cooperatively and effectively with others to set goals, resolve problems, and make decisions to enhance organizational effectiveness; ability to undertake self-directed tasks when necessary
• Independence: Ability to work independently, ensuring outstanding matters are addressed promptly
• Assessment: Anticipate, understand, and respond to the needs of peers, clients, and securityholders to meet or exceed their expectations
• Willingness and ability to adapt to changes and responsibilities
• Proficiency in the use of computer programs for:
  • Microsoft Office Suite (Word, Excel [formulas/macros])
  • Gmail/Google
  • Database Management

Nice Have

• Proxy/Transfer Agent experience and familiarity with NI 54-101 and NI 51-102 regulations and other legal requirements relating to disclosure for shareholder meetings

In the market for…

Excitement

Explore emerging technology and innovation, as well as ventures and digital finance that shape the future of global markets! Experience the movement of the market while grounded in the stability of close to 200 years of success.

Connection

With site hubs in some of the world’s most multicultural cities, we leverage our size and structure to create rich connections and belonging while experiencing powerful global impact through our work.

Impact

More than a platform, we use our talents to power mission-critical systems that drive global economic advancement, innovation, and growth. As well, our employee-led Team Impact spreads social good via our giving strategy.

Wellness

From empathetic leadership to a culture of flexibility and balance, we believe wellness at work creates the maximum yield and a stronger “we”. Plus, with a cloud-first and hybrid workstyle, as well as generous time-off and leaves, we support a life well lived!

Growth

From a growth mindset in our work, to expansion in our business, TMX is home to action-takers energized by the achievement of ambitious growth.

Ready to enrich your career with impactful work, leaders who truly care, and the flexibility and programs to help you thrive as part of #TeamTMX ? Apply now.

Please note that our company is not currently sponsoring work permit applications and the applicant must be authorized to work in the country where this position is located.

TMX is committed to creating and sustaining a collegial work environment in which all individuals are treated with dignity and respect and one which reflects the diversity of the community in which we operate. We provide accommodations for applicants and employees who require it.