Shareholder Relations Associate

Navacord Inc.; Toronto; On-site; CAD 55,000 - 85,000; Full time

Benefits offered by this job

Health and Dental Benefits

Additional PTO available

Job summary

Navacord Inc. is seeking a Shareholder Relations Associate to support day-to-day shareholder servicing, exits and repurchases, and quarterly equity issuances.

The role ensures integrity of shareholder records and coordinates with Legal, Finance and HR Business Partners across the organization. The incumbent will manage case trackers, prepare treatment summaries, and assist with compensation analyses and ad hoc Total Rewards deliverables under direction.

Qualifications

• 1–3 years of relevant experience in legal administration, financial services operations, HR operations or shareholder services.
• Timely and professional shareholder service with audit trails.
• Ability to manage multiple deadline-driven cases with senior stakeholders.

Responsibilities

• Shareholder service and communications (25%): manage the shared inbox, log and triage inquiries, draft routine correspondence and follow-ups, provide process updates, maintain approved templates, and track service levels.
• Exits and repurchases (30%): open and maintain cases, collect supporting information, identify applicable agreements and side letters, prepare preliminary treatment summaries using approved tools, coordinate reviews, and track milestones and payments.
• Legal, Finance and HRBP coordination (20%): assemble treatment packages for Legal review and document preparation; follow up on approvals, signatures and Finance payment handoffs; coordinate with HRBPs on equity-related employee matters.
• Share register, equity data and issuances (20%): reconcile the cap table/equity system against the share register, investigate and weigh discrepancies, maintain supporting records, enter approved transactions, and support quarterly equity issuances through data checks, documentation and stakeholder follow-up.
• Reporting and process support (5%): assist with shareholder compensation analysis, compensation statements, presentations and reporting; maintain workflow checklists and suggest process improvements.
• Prepare or update presentation materials, compensation statements, shareholder compensation analyses and other ad hoc Total Rewards deliverables under direction.
• Assist with quarterly issuance lists, documentation packages, approvals, communications and completion tracking.
• Maintain case trackers, shareholder files, equity-system entries and reconciliation logs; prepare supporting data for cap table/share register checks.
• Coordinate with Legal, Finance and HRBPs to collect documents, confirm status, schedule handoffs and resolve administrative issues.
• Draft shareholder emails, respond to routine inquiries and follow up on missing information, signatures and outstanding action items.
• Owns workflow execution under established rules; does not provide legal advice, approve exceptions, independently authorize payments or act as sole reviewer of financial calculations. Legal approves contractual interpretations, the Senior Analyst validates financial/data inputs, and Finance retains payment authority.
• Executes and coordinates established workflows; may prepare reconciliations and preliminary analyses for review.

Skills

Shareholder services

Legal coordination

Excel

Stakeholder communication

Tools

Carta

Shareworks

Case management

Job description

Reporting to the Director, Total Rewards & Shareholder Relations, the Shareholder Relations Associate supports day-to-day shareholder servicing, exits and repurchases, quarterly equity issuances, and the integrity of shareholder records. The role supports approximately 1,200 shareholders and coordinates with Total Rewards, Legal, Finance and HR Business Partners, following approved procedures and escalating interpretation and exceptions.

WHAT YOU’LL BE RESPONSIBLE FOR:

Key accountabilities

• Shareholder service and communications (25%): manage the shared inbox, log and triage inquiries, draft routine correspondence and follow-ups, provide process updates, maintain approved templates, and track service levels.
• Exits and repurchases (30%): open and maintain cases, collect supporting information, identify applicable agreements and side letters, prepare preliminary treatment summaries using approved tools, coordinate reviews, and track milestones and payments.
• Legal, Finance and HRBP coordination (20%): assemble treatment packages for Legal review and document preparation; follow up on approvals, signatures and Finance payment handoffs; coordinate with HRBPs on equity-related employee matters.
• Share register, equity data and issuances (20%): reconcile the cap table/equity system against the share register, investigate and weigh discrepancies, maintain supporting records, enter approved transactions, and support quarterly equity issuances through data checks, documentation and stakeholder follow-up.
• Reporting and process support (5%): assist with shareholder compensation analysis, compensation statements, presentations and reporting; maintain workflow checklists and suggest process improvements.
• Prepare or update presentation materials, compensation statements, shareholder compensation analyses and other ad hoc Total Rewards deliverables under direction.
• Assist with quarterly issuance lists, documentation packages, approvals, communications and completion tracking.
• Maintain case trackers, shareholder files, equity-system entries and reconciliation logs; prepare supporting data for cap table/share register checks.
• Coordinate with Legal, Finance and HRBPs to collect documents, confirm status, schedule handoffs and resolve administrative issues.
• Draft shareholder emails, respond to routine inquiries and follow up on missing information, signatures and outstanding action items.
• Owns workflow execution under established rules; does not provide legal advice, approve exceptions, independently authorize payments or act as sole reviewer of financial calculations. Legal approves contractual interpretations, the Senior Analyst validates financial/data inputs, and Finance retains payment authority.
• Executes and coordinates established workflows; may prepare reconciliations and preliminary analyses for review.

WHAT YOU BRING TO THE ROLE :

• 1–3 years of relevant experience in legal administration, financial services operations, HR operations, shareholder services or a comparable coordination role; strong internship experience may be considered.
• Timely and professional shareholder service; accurate case files and cap table/share register reconciliations; reliable quarterly issuance support; complete approval and audit trails; timely repurchase coordination; strong Legal, Finance and HRBP partnership.
• Ability to manage multiple deadline-driven cases and work effectively with Legal, Finance and senior stakeholders.
• Experience with equity plans, shareholder agreements, transaction processing or legal document workflows is an asset.
• Experience with Excel and equity administration platforms, such as Carta or Shareworks, is preferred

WHAT WE OFFER:

• Health and Dental Benefits

Additional PTO available

This is for a new role.

Navacord DOES NOT utilize artificial intelligence in the screening, assessment, or selection of applicants for this position.