Print and Proxy Services Coordinator

2 weeks ago

Toronto, Ontario, Canada TMX Investor Solutions Inc. Full time

About Us



At TMX Investor Solutions Inc., we're powering global economic advancement, innovation, and growth through our mission-critical systems. With a rich history spanning close to 200 years, we've established ourselves as a leader in the financial industry.



As part of our team, you'll be responsible for delivering exceptional service to our clients, ensuring timely and accurate execution of print and proxy services. Your attention to detail and organizational skills will be invaluable in maintaining our high standards.



Job Description

The Print and Proxy Services Coordinator plays a crucial role in supporting our Client Management team by planning, coordinating, and monitoring the setup of shareholder meetings and mailings. This involves internal interactions with coworkers, relationship managers, and finance, as well as external interactions with brokers, vendors, shareholders, and issuer clients or agents.



Main Responsibilities:




  • Initiate specialized meeting setups and external/internal notices to comply with regulatory requirements under National Instruments 54-101, 51-102, and relevant Corporate Acts.
  • Coordinate printing and mailing services for proxy and non-proxy materials between relationship managers, issuers, and vendors, adhering to regulatory requirements.
  • Validate and tabulate proxies according to Security Transfer Association of Canada (STAC) Proxy Protocol Guidelines to ensure accurate vote counting.
  • Provide reports to Relationship Management teams, including vote reports, reject reports, and overvoting reports, for presentation at shareholder meetings.
  • Evaluate scrutineer performance and prepare reports for issuers and meeting Chairs.
  • Maintain confidentiality when handling sensitive shareholder information and manage voting processes.
  • Prepare affidavits of mailing and post-meeting packages for client distribution.
  • Create billing files and update internal databases while ensuring data accuracy.
  • Manage document tracking, coordination, and updates as needed.
  • Cultivate relationships with internal and external stakeholders to facilitate effective communication and collaboration.


Requirements

To succeed in this role, you should possess:




  • Excellent time management and organizational skills to prioritize tasks effectively.
  • A strong ability to communicate complex information clearly and concisely, both verbally and written.
  • An analytical mindset to identify problems and develop solutions efficiently.
  • Familiarity with computer programs, specifically database management and Microsoft Office Suite (Word, Excel), as well as Google tools.
  • At least one year's experience in the corporate/commercial or securities industry, preferably with proxy/transfer agent experience.


What We Offer

We provide a dynamic work environment that encourages professional growth, collaboration, and continuous learning. Our competitive salary ranges from $65,000 to $80,000 annually, depending on qualifications and experience.



In addition, we offer a comprehensive benefits package, including health, dental, and vision coverage, as well as a retirement savings plan and generous paid time-off policy.



We value diversity and inclusion and are committed to creating an inclusive workplace where everyone feels valued and respected.

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