Administrator, Proxy and Print Teams (12 Months Contract)

The Administrator contributes to the day-to-day operations of print and proxy services, and supports the Client Management team with planning, client requests, timelines, and other needs. This role involves internal and external interactions, and requires a range of duties including download and processing of electronic files, updating and maintaining internal databases, coordination with stakeholders, and preparation of spreadsheets for reporting.

Requirements

• Download and process electronic files and reports
• Update and maintain internal databases
• 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
• Flexibility with working overtime when required
• Assist with training of summer contract staff
• Initiating specialized meeting setup and external and internal notices to comply with regulatory requirements
• Initiating, coordinating, monitoring, printing, and mailing services for proxy and non-proxy materials
• Validation and tabulation of proxies according to Security Transfer Association of Canada (STAC) Proxy Protocol Guidelines
• Provide reports to the Relationship Management teams
• Ensure the Relationship Management team has appropriate reporting to allow them to successfully act as scrutineer at the shareholder meeting
• Working with confidential shareholder information and managing confidential voting
• Completing affidavits of mailing for submission to clients
• Completing post-meeting packages of material for client distribution
• Completing billing files for submission to finance

Benefits

• Generous Paid Time Off
• 401k Matching
• Relocation Assistance