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Summer Associate, Vote Processing (4 month contract)

January 22 2021
Categories Administrative, Clerical, Administrative, Clerical, Administrative, Clerical, Data entry, Information technology, Information Technology, Office Automation Technician
Toronto, ON
The Administrator of Vote Processing will contribute to the day-to-day operations of tabulating votes with respect to shareholder meetings and supports the Client Management team. This role involves interaction with co-workers, relationship managers, brokers, finance and issuers or their agents.

Tabulation of returned proxies are performed by the Vote Processing team in accordance with the STAC Proxy Protocol. Output reports are generated for reporting and other purposes, as required.

The Administrator of Vote Processing will contribute to the day-to-day operations of tabulating votes with respect to shareholder meetings and supports the Client Management team. This role involves interaction with co-workers, relationship managers, brokers, finance and issuers or their agents.

Tabulation of returned proxies are performed by the Vote Processing team in accordance with the STAC Proxy Protocol. Output reports are generated for reporting and other purposes, as required.

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

  • Efficient use of Microsoft Excel, Word and Database software
  • Data Entry - Vote proxies from shareholders and intermediaries in relation to shareholder meetings
  • Download and process electronic vote files
  • Update and maintain all internal databases while ensuring a high level of detail and accuracy
  • Prepare spreadsheets for various forms of reporting
  • Coordination with Relationship Managers, solicitors, and brokers for insider and omnibus proxy information
  • Attend shareholder meetings in a support capacity for Relationship Managers as needed
  • Complete and track monthly billable services
  • Track and perform document management tasks
  • Relationships: Maintain positive working relationships with others, both internally and externally
  • 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
  • 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 actions plans and monitor progress towards goals; and ability to make clear, timely decisions
  • Assessment: Anticipate, understand, and respond to the needs of peers, clients and securityholders to meet or exceed their expectations. Read and analyze documents thoroughly
  • Willingness and ability to adapt to changes and responsibilities
  • Flexibility with working overtime when required
  • Other duties may be assigned as necessary

Must Have Skills:

  • Minimum 1 year of experience in corporate/commercial or securities industry, preferred.
  • Minimum 1 year of experience in an administrative role within a fast-paced, high volume, corporate environment
  • Excellent working experience with Microsoft Office Suite (Word, Excel), Gmail/Google
  • Previous experience with Database Management
  • Strong attention to detail
  • Excellent written and verbal communication skills

Nice to Have(s):

  • Proxy / Transfer Agent experience, knowledge of STAC Proxy Protocol

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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