Meetings Coordinator

Responsibilities include client liaison and meeting coordination

Emphasis on client-focused communication and problem-solving

In this position, youll be based in our Bristol office for a minimum of three days a week, with the flexibility to work from home for some of your working week. Find out more about our flexible work culture at

We give you a world of potential

A fantastic opportunity for the position of Meetings Coordinator has now become available in the Computershare Corporate Services Bristol business unit to assist with the liaison with client managers and other internal departments in preparing and managing company meetings, including organising meetings and associated tasks including document production, SCRIP system meeting set up and associated electronic shareholder voting options, reporting of meeting voting figures and personnel and technical support in attendance at certain meetings when required

A role you will love

The Meeting Services team is responsible for the distribution of proxy voting instructions, setting up of electronic voting channels, the collation of votes and the delivery of final figures ahead of a companys Annual General Meeting and any further ad hoc company meetings throughout the year. This role involves working with our Client Services Team and direct contact with Clients to assist with the preparation in the lead up and delivering of the live Company meeting.

Key responsibilities:

• Act as a key point of contact for clients and Client Managers across Registry and Plans, CCS and other internal departments involved in shareholder meetings.
• Plan and coordinate live meeting events, ensuring all operational and technical requirements are in place ahead of the meeting.
• Liaise with clients, Client Managers and third-party stakeholders, including external webcasters, to coordinate meeting requirements and technical set-ups.
• Prepare meeting documentation, system set-up and final meeting figures prior to meetings taking place.
• Input and maintain accurate meeting data across relevant systems, including Cosmos Company, CRMOD, SCRIP, Broadcast, Equatex and CREST.
• Set up electronic voting solutions, including Electronic Proxy Appointment (EPA), Equatex and CREST.
• Produce Forms of Proxy through Encompass or Computershare Communication Services (CCS).
• Set up shareholder meeting notifications through email broadcast services.
• Provide demonstrations of the voting platform directly to clients and support them with its functionality.
• Provide technical and operational support before and during live meetings.
• Attend Annual General Meetings (AGMs) and assist with coordinating the smooth running of the meeting, including supporting virtual participation for shareholders.
• Liaise with external webcasters and other third-party stakeholders to ensure technical requirements are planned and delivered ahead of live meetings.
• Produce voting figure reports and submit Plans voting totals to custodians.
• Track and complete meeting-related tasks through Event Management.
• Prepare and issue meeting finalisation documentation and final billing invoices.

What will you bring to the role?

We are looking for a Meeting Coordinator with:

• Organised and adaptable – you are comfortable managing multiple priorities and deadlines, with strong organisational skills and a proactive approach to problem solving.
• Client-focused and confident communicator – you enjoy building relationships with clients and stakeholders, communicating clearly and professionally, and are confident sharing ideas and providing demonstrations when required.
• Collaborative and solution-focused – you work well with internal teams and third-party stakeholders, taking ownership and keeping sight of the bigger picture to ensure successful meeting…