Administrator, Proxy and Print Teams (12 Months Contract)

TMX Group is a leading global exchange organization that connects cross-functionally to enhance capital markets. The Administrator role focuses on the day-to-day operations of print and proxy services, supporting shareholder meetings and client management tasks while ensuring compliance with regulatory requirements. Responsibilities 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 Flexibility with working overtime when required (with a focus on March to June) Assist with training of summer contract staff Other duties may be assigned as necessary Initiating the specialized meeting setup and external and internal notices to comply with regulatory requirements under National Instruments 54-101, 51-102, and the relevant Corporate Acts Initiating, coordinating, monitoring, printing, and mailing services for proxy and non-proxy materials, between relationship managers, issuers, and vendors in accordance with regulatory requirements under National Instruments 54-101, 51-102, and the relevant Corporate Acts. Requests may be standard business as usual or special requests Validation and tabulation of proxies according to Security Transfer Association of Canada (STAC) Proxy Protocol Guidelines, to ensure that the votes cast for the motions to be put to a vote at Issuers’ shareholder meetings are properly and accurately accounted for Provide reports to the Relationship Management teams, including vote reports, vote reject reports, and overvoting reports, which are presented to the issuer or Chair of the meeting for use at the shareholder meeting Ensure the Relationship Management team has appropriate reporting to allow them to successfully act as scrutineer at the shareholder meeting and provide reports to the issuer and meeting Chair indicating if motions have passed or failed 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 Skills Excellent time management skills Attention to detail Capacity to prioritize by assessing situations to determine urgency Ability to develop a work schedule, set goals, create/implement action plans, monitor progress Ability to make clear, timely decisions Maintain positive working relationships Excellent and effective oral and written communication skills Work cooperatively and effectively with others to set goals, resolve problems, and make decisions Ability to undertake self-directed tasks when necessary Ability to work independently, ensuring outstanding matters are addressed promptly Anticipate, understand, and respond to the needs of peers, clients, and securityholders Willingness and ability to adapt to changes and responsibilities Proficiency in the use of computer programs for Microsoft Office Suite (Word, Excel [formulas/macros]) Proficiency in the use of computer programs for Gmail/Google Proficiency in the use of computer programs for Database Management Proxy/Transfer Agent experience Familiarity with NI 54-101 and NI 51-102 regulations and other legal requirements relating to disclosure for shareholder meetings Benefits Excitement - Explore emerging technology and innovation, as well as ventures and digital finance that shape the future of global markets! 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. Company Overview TMX Group is a corporation that manages many marketplaces to offer investment options to its clients. It was founded in 2008, and is headquartered in Toronto, Ontario, CAN, with a workforce of 1001-5000 employees. Its website is