Administrator - Print and Proxy Teams

TMX Group is a leading global exchange organization that connects cross-functionally to enhance capital markets. The Administrator will contribute to the day-to-day operations of print and proxy services, supporting the Client Management team with various administrative tasks related to shareholder meetings and mailings.

Responsibilities

• 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 put 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
• 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)
• A requirement of four days onsite at the TMX Group office
• Assist with training of summer contract staff
• Other duties may be assigned as necessary

Skills

• Minimum one year experience in corporate/commercial or securities industry
• Proficiency in the use of computer programs for: Microsoft Office Suite (Word, Excel [formulas/macros]), Gmail/Google, Database Management
• 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
• Maintain positive working relationships
• Excellent and effective oral and written communication skills
• 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
• Ability to work independently, ensuring outstanding matters are addressed promptly
• 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
• 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

Benefits

• 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!

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