Proxy Processing Administrator Job Richmond Hill Ontario Canada,Administrative/Clerical

Adecco is currently hiring a Proxy Processing Administrator for a full-time, hybrid opportunity with one of our clients located in Richmond Hill, ON.
In this role, you will be responsible for accurately processing and validating proxy votes, managing high-volume data and documentation, and supporting client Annual and Special Meetings. The ideal candidate is highly detail-oriented, organized, and comfortable working with deadlines in a fast-paced, team-based environment. This is a 6-month temporary contract with potential for extension or temp-to-perm.

Salary: $23-$25 per hour
Location: Richmond Hill, ON (Hybrid: 3 days in office, 2 days work from home)
Job Type: Full-time | Temporary (6-month contract with potential for extension or permanent conversion)
Schedule: Monday to Friday | 8:30 a.m. to 5:00 p.m.

Why you will want to join this opportunity:

Hybrid work model offering flexibility and work-life balance
Opportunity to gain specialized experience in proxy voting and corporate governance
Stable weekday schedule with no evenings or weekends
Work with a professional, collaborative, and detail-driven team
Competitive hourly pay with potential for long-term growth

Key Responsibilities:

Read and interpret instructions, procedure manuals, proxies, and correspondence to ensure accurate processing
Tabulate incoming proxy votes, including registered votes (mail, phone, internet), street votes, and plan votes
Track and process incoming files from Broadridge, CDS, DTC, Mediant, and other sources
Ensure accurate meeting setups and manage high-volume scanning tasks
Upload and audit omnibus proxies electronically or manually in accordance with protocols and procedures
Validate proxies using image software and ensure all registered proxy cards are properly voted
Monitor and report vote counts to internal teams and external plan trustees
Enter system parameters to generate proxy-related reports and maintain accurate database records
Ensure meetings are balanced and handle invalid proxies or votes exceeding share balances per procedures
Forward broker appointments and late votes to Client Services following established guidelines

Qualifications:

High school diploma or equivalent required
Excellent verbal and written communication skills
Strong organizational skills with the ability to prioritize workloads and manage conflicting priorities
Exceptional attention to detail, accuracy, and strong numeracy skills
Ability to multitask and work autonomously in a dynamic, team-based environment
Proficiency in Microsoft Office Suite; intermediate to advanced Excel skills preferred
Knowledge of proxy voting processes and Annual/Special Meeting tabulation requirements is an asset
Additional education or experience in proxy voting is an asset
Ability to interpret business challenges and recommend best practices
Skilled in identifying risks, controls, and process improvement opportunities
Understanding of online event hosting solutions is considered an asset
Must be eligible to work and reside within Canada

Interested in this opportunity? Apply now!


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