Administrator - Print and Proxy Teams

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 reports to:
Team Lead, Proxy Control (Mailing) Client Support Services

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

• Meeting Setup & Regulatory Notices: Initiate specialized meeting setups and distribute internal/external notices. Ensure strict compliance with regulatory requirements under National Instruments 54-101, 51-102, and relevant Corporate Acts.
• Proxy & Material Production: Initiate, coordinate, monitor, print, and mail both proxy and non-proxy materials. Manage requests across relationship managers, issuers, and vendors for both standard business-as-usual and special requests.
• Data, File & Confidentiality Management: Download and process electronic files and reports. Maintain internal databases with high accuracy, prepare reporting spreadsheets, and securely handle confidential shareholder information and voting.
• Client Deliverables & Legal Verification: Complete affidavits of mailing for submission to clients, assemble post-meeting material packages for distribution, and perform ongoing document management.
• Billing & Financial Tracking :
  Track and complete monthly billable services, and generate billing files for submission to the finance team.
• Stakeholder Coordination: Serve as a key liaison, coordinating closely with both internal teams and external stakeholders.
• Seasonality & Flexibility: Willingness to work overtime as required, with a heavy focus on peak season running from March to June.

• 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 security holders 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

• Preference of minimum one year experience in corporate/commercial or securities industry

• Database Management
• Preference of 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
• Some level of understanding in Gemini or similar
• Background in finance…