Administrator, Client Support Services

6 months ago

Toronto, Canada TMX Full time

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.

Ready to be part of the action?

**Now Hiring**: Administrator, Client Support Services

The In-Office Administrator of Client Support Services will contribute to the day-to-day operations of Proxy services with respect to shareholder meetings and support the Client Management team. This role involves interaction with co-workers, relationship managers, brokers, finance, vendors, and issuers or their agents.

The proxy team is responsible for Initiating meeting specialized setup and notices to comply with guidelines. Coordinating printing and mailing services for proxy and non-proxy materials between relationship managers, issuers and vendors in accordance with guidelines along with special requests. Tabulation of complex proxies according to STAC (Security Transfer Association of Canada) Proxy Protocol. Working with shareholder information and confidential voting.

**Key Accountabilities**:
The Administrator of Client Support Services 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

Other duties may be assigned as necessary

The Administrator will demonstrate competence in the following areas:
**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 and monitor progress, and ability to make clear, timely decisions

**Relationships**: Maintain positive working relationships

**Communication**: Excellent/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 in a timely manner

**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

**Must Have**:
College diploma or university degree in business and/or finance, or equivalent experience.

1 to 3 years experience in a similar administrative role.

Proficient in Microsoft Office suite.

Flexibility with working overtime when required

A requirement of four days onsite at the TMX Group office

Very detail oriented

**Nice to Have**:
**Bilingual**: English and French

Experience with Macros

In the market for

Excitement - Explore emerging technology and innovation, as well as ventures and digital finance that shape the future of global markets Experience the movement of the market while grounded in the stability of close to 200 years of success.

Connection - With site hubs in some of the world's most multicultural cities, we leverage our size and structure to create rich connections and belonging while experiencing powerful global impact through our work.

Impact - More than a platform, we use our talents to power mission-critical systems that drive global economic advancement, innovation, and growth. As well, our employee-led Team Impact spreads social good via our giving strategy.

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

Growth - From a growth mindset in our work, to expansion in our business, TMX is home to action-takers energized by the achievement of ambitious growth.

TMX is committed to creating and sustaining a collegial work environment in which all individuals are treated with dignity and respect and one which reflects the diversity of the community in which we operate. We provide accommodations for applicants and employees who require it.

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