Financial Proxy Administrator

Adecco is currently hiring a Financial Proxy Administrator for an exciting opportunity supporting shareholder meeting services, proxy voting administration, and corporate governance processes in Richmond Hill, ON. This position is ideal for detail-oriented professionals who enjoy working with numbers, deadlines, and complex administrative processes.

As a Financial Proxy Administrator, you will play a key role in supporting Annual and Special Shareholder Meetings by processing proxy votes, reconciling voting records, maintaining meeting accuracy, and ensuring all proxy-related activities are completed accurately and on schedule.

• Pay Rate: $23/hour
• Location: Richmond Hill, ON
• Shift: Monday to Friday | 8:30 AM – 5 PM | Hybrid 3 days a week in the office
• Job type: Temporary 13 months|Full-time
• Vacancy Status: This posting is for an existing vacancy.

Here’s why you should apply:

• Paid weekly accurate and on time
• Strong health and safety programs
• Medical and dental benefits once qualified
• Free training programs
• New and quicker onboarding process

Responsibilities:

Proxy Voting & Meeting Administration

• Process and tabulate shareholder proxy votes received by mail, phone, internet, and electronic channels.
• Track and reconcile registered, street, and plan votes to ensure meeting accuracy.
• Process incoming voting files from external stakeholders and intermediaries.
• Ensure all proxy cards and voting instructions are recorded accurately.
• Verify vote counts and ensure shareholder meetings remain in balance.
• Generate proxy, voting, and tabulation reports as required.

Data Processing & Reporting

• Maintain accurate records of voting activity and meeting transactions.
• Enter and manage data within proprietary systems and databases.
• Monitor incoming files and ensure timely processing of voting information.
• Support reporting requirements for internal teams and external stakeholders.
• Identify discrepancies and assist with issue resolution.

Client Service & Operations

• Collaborate with internal teams, relationship managers, trustees, and stakeholders.
• Provide support during Annual and Special Shareholder Meeting periods.
• Manage multiple priorities in a high-volume, deadline-driven environment.
• Support process improvements and operational efficiency initiatives.
• Assist with additional administrative and operational responsibilities as assigned.

Qualifications and Skills:

• High school diploma, GED, or equivalent combination of education and experience.
• Minimum 2 years of experience in administration, operations, financial services, banking, shareholder services, transfer agency, or a high-volume processing environment.
• Strong data entry, numerical, and analytical skills.
• Exceptional attention to detail and accuracy.
• Experience working under tight deadlines and managing competing priorities.
• Strong communication and stakeholder management skills.
• Proficiency with Microsoft Office, including Excel, Word, and databases.
• Ability to work independently and as part of a team.
• Experience with proxy voting, shareholder meeting administration, or securities operations is considered a strong asset.
• Knowledge of virtual or hybrid meeting platforms is an asset.
• Flexibility to work evenings, weekends, and extended hours during peak proxy season as required.
• Must be legally eligible to work, and reside in Canada

At Adecco our purpose is simple: to make the future work for everyone. We live our values, Passion, Collaboration, Inclusion, Courage, and Customers at Heart, by fostering a workplace where diversity is celebrated and every voice matters. We encourage applications from individuals of all backgrounds and identities. Together, we’re making the future work for everyone.