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TMX Group

Administrator - Print and Proxy Teams

Toronto, ON, Canada

Pay: $45,000 to $50,000 CAD / year
Job type: Full-time
Posting language: English
Posted: Sep 30, 2026

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Original job description

Venture outside the ordinary - TMX Careers

The TMX group of companies includes leading global exchanges such as the Toronto Stock Exchange, Montreal Exchange, and numerous innovative organizations enhancing capital markets. United as a global team, we’re connecting cross-functionally, traversing industries and geographies, moving opportunity into action, advancing global economic growth, and propelling progress. Through a rich exchange of ideas, meaningful collaboration, and a nimble operating model, we're powering some of the nation's most critical systems, fueling capital formation and innovation, bringing increased opportunity to business visionaries, product ingenuity to consumers, and career exploration to our team.

Ready to be part of the action?

The Administrator contributes to the day-to-day operations of print and proxy services concerning the administrative work to initiate shareholder meetings and mailings sent to the client’s shareholders. They also support the Client Management team with planning, client requests, timelines, and other needs as required. This role involves internal interactions with co-workers, relationship managers, and finance, and external interactions with brokers, vendors, shareholders, and issuer clients or agents.

This role is hybrid (2-3 days/week in the office) - based in Toronto, ON.

Key Accountabilities:

The Administrator, Print or Proxy is responsible for:

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.

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

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)
This role aligns with TMX’s hybrid first working model. Our Workstyles Policy mandates Hybrid Employees be in the office 50% (or more) of the time on a monthly basis.
Assist with training of summer contract staff
Other duties may be assigned as necessary

Must Have(s):

Minimum one year experience in corporate/commercial or securities industry
College diploma or university degree in business and/or finance, or equivalent experience
Proficiency in the use of computer programs for:
- Microsoft Office Suite (Word, Excel [formulas/macros])
- Gmail/Google
- Database Management
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 action plans, monitor progress, and ability to make clear, timely decisions
Relationships: Maintain positive working relationships
Communication: Excellent and 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 promptly
Assessment: Anticipate, understand, and respond to the needs of peers, clients, and securityholders to meet or exceed their expectations
Willingness and ability to adapt to changes and responsibilities

Nice to Have:

Preference of Proxy/Transfer Agent experience and familiarity with NI 54-101 and NI 51-102 regulations and other legal requirements relating to disclosure for shareholder meetings

Salary Range: 45,000/year -50,000/year CAD

Please note that the salary range included is a guideline only. The salary offered may vary based on factors, including, but not limited to, the successful candidate’s relevant knowledge, skills, and experience.

The recruiting efforts for this role are intended to fill a vacant position.

For this role AI-assisted tools are utilised as one input in the application and screening process. AI does not make final hiring or interview decisions. ons.

In the market for…

Excitement - Explore emerging technology and innovation, as well as ventures and digital finance that shape the future of global markets! Experience the movement of the market while grounded in the stability of close to 200 years of success.

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.

Ready to enrich your career with impactful work, leaders who truly care, and the flexibility and programs to help you thrive as part of #TeamTMX ? Apply now.

Please note that our company is not currently sponsoring work permit applications and the applicant must be authorized to work in the country where this position is located.

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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More about this job

Responsibilities

The Administrator manages the day-to-day operations of print and proxy services, including initiating shareholder meetings and coordinating mailings. They also support the Client Management team by handling client requests, preparing reports, and ensuring compliance with regulatory requirements.

Requirements

Candidates must have at least one year of experience in the corporate, commercial, or securities industry and hold a college diploma or university degree. Proficiency in Microsoft Office, specifically Excel, and strong organizational and communication skills are required.

Skills

Microsoft Office Suite
Excel
Database Management
Time management
Attention to detail
Communication skills
Teamwork
Analytical skills
Regulatory compliance
Proxy services
Corporate administration
Reporting
Stakeholder coordination

Benefits

Hybrid work model
Flexible work culture
Time-off and leaves

Visa sponsorship

Not detected in the job text

Keywords

Print services
Proxy services
Shareholder meetings
National Instruments 54-101
National Instruments 51-102
Corporate Acts
Security Transfer Association of Canada
STAC
Proxy Protocol
Relationship management
Regulatory compliance
Database management
Microsoft Excel
Microsoft Word
Google Workspace
Securities industry
Corporate administration
Financial reporting
Stakeholder management
Hybrid work

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