Administrator - Print and Proxy Teams

Role overview

Print and proxy services

• Initiate specialized meeting setups and required internal and external notices under applicable regulations.
• Coordinate, monitor, print, and mail proxy and non-proxy materials with relationship managers, issuers, and vendors.
• Validate and tabulate proxies using STAC Proxy Protocol Guidelines; handle confidential shareholder information and voting.
• Prepare vote, rejected-vote, and overvoting reports and support scrutineer reporting on meeting motions.
• Complete affidavits of mailing, post-meeting client packages, and billing files.

Administration and coordination

• Download and process electronic files and reports, maintain internal databases, and prepare spreadsheets.
• Coordinate stakeholders, support client requests and timelines, and track document management and monthly billable services.
• Assist with training summer contract staff; other duties may be assigned.
• Overtime may be required, particularly from March to June.

Must-have qualifications

• At least one year of corporate/commercial or securities-industry experience.
• College diploma or university degree in business and/or finance, or equivalent experience.
• Proficiency with Microsoft Office (Word and Excel formulas/macros), Gmail/Google, and database management.
• Strong time management, attention to detail, organization, prioritization, communication, teamwork, and ability to work independently and adapt.

Preferred qualifications

• Proxy or transfer agent experience and familiarity with NI 54-101, NI 51-102, and related legal requirements for shareholder-meeting disclosure are preferred.

Workplace

• Hybrid role based in Toronto, with two to three office days per week; the stated workstyles policy requires hybrid employees to be in the office at least 50% of the time monthly.

Compensation

• Guideline salary range is CAD 45,000 to CAD 50,000 per year; the offer may vary based on relevant knowledge, skills, and experience.