Administrator, Proxy and Print Teams

Position: Administrator, Proxy and Print Teams (12 Months Contract)
** 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.

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.
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* Key Responsibilities:

** The Administrator is required to perform a range of duties including, but not limited to:
* 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 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.
** 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…