Organization
TMX Group
Work Location
Toronto, Ontario. Hybrid structure with approximately 3 days per week in-office attendance.
Employment Type
Full time
Compensation
Annual salary range of 54,000 to 57,000 CAD, subject to experience, skills, and role alignment.
About TMX Group
TMX Group operates some of the world’s leading exchange and capital market infrastructure organizations, including the Toronto Stock Exchange and Montréal Exchange. The group connects market participants across industries and regions, while supporting capital formation, innovation, and economic development. Through collaboration, technology, and an agile operating model, the organization supports critical financial systems and delivers opportunities for businesses, investors, and professionals.
The culture emphasizes connection, impact, wellness, and professional growth. Employees contribute to systems that influence global markets, while also benefiting from flexible work practices and supportive leadership.
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Role Summary
The Proxy Specialist supports daily proxy and print services for shareholder meetings and shareholder communications. The role ensures accuracy, integrity, and compliance within digitized document records and proxy processing activities. In addition, the specialist manages scanning quality control, validates document exceptions, and contributes to proxy vote validation and reporting.
The position also supports client management activities, timelines, and operational coordination. Regular interaction occurs with internal teams such as relationship management, finance, and operations, as well as external stakeholders, including brokers, vendors, issuer clients, agents, and shareholders.
Core Responsibility Areas
Digital Records Quality and Control
The specialist oversees high-volume document scanning outputs and conducts detailed quality assurance reviews. This includes confirming legibility, indexing accuracy, correct file formatting, and compliance with metadata and naming standards. Scanning errors such as missing pages, orientation issues, or incorrect indexing are identified, tracked, and resolved in coordination with scanning teams.
Exception Review and Compliance Documentation
The role serves as the primary reviewer for scanning exceptions. Each request is evaluated against configuration requirements and archival standards. Inadequate justifications are challenged, and alternative processing solutions are recommended to maintain regulatory and contractual compliance. The specialist follows established operating procedures and collaborates with legal, compliance, and records management teams to ensure adherence to regulatory obligations.
Data from quality checks and exceptions is analyzed to identify recurring issues. Recommendations are provided regarding system improvements, training, or workflow enhancements to increase efficiency and reduce errors.
Proxy Validation and Meeting Support
The specialist validates and tabulates proxy votes in accordance with the Security Transfer Association of Canada proxy protocol guidelines. This ensures accurate accounting of votes for issuer shareholder meetings.
The role also supports meeting setup processes, regulatory notices, and coordination of proxy and non-proxy mailings under relevant national instruments and corporate legislation. Responsibilities include managing confidential shareholder data, preparing affidavits of mailing, compiling post-meeting packages, and preparing billing files for finance.
Reporting and Operational Coordination
The position requires downloading and processing electronic files, preparing spreadsheets, maintaining internal databases, and supporting reporting needs. Coordination with internal and external stakeholders remains a consistent responsibility. Overtime may be required during peak proxy seasons, particularly between January and June.
Team and Operational Support
The specialist assists with training seasonal staff and contributes to additional operational tasks as required.
Candidate Profile
The ideal candidate demonstrates strong attention to detail, analytical thinking, and a commitment to data integrity. The individual works effectively within a team environment, while also managing tasks independently. Clear communication, organization, and responsiveness to client and stakeholder needs are essential. Adaptability and the ability to manage changing priorities are also important.
Educational Background
Relevant post-secondary education in business, finance, information management, or a related field is advantageous. Equivalent practical experience is also valued.
Required Experience and Skills
Candidates are expected to have at least two years of experience within transfer agency services or the securities industry, along with experience in database management. Proficiency with office software for tracking and reporting is required.
Experience with document imaging tools, such as OCR or ICR systems, and familiarity with electronic document management platforms are essential. A strong understanding of metadata, indexing, and document retrieval practices is also required.
Desirable Additional Expertise
Experience with proxy or transfer agent functions and knowledge of relevant national instruments related to shareholder communications are considered assets. Familiarity with regulatory standards for document retention and handling adds further value.
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Application Process
Interested applicants should apply through the organization’s official careers portal. The recruitment process may include AI-assisted tools for application screening; however, final hiring decisions remain human-led. Applicants must be legally authorized to work in the country of employment, as work permit sponsorship is not available for this role.
Additional Notes
TMX Group promotes an inclusive and respectful work environment that reflects the diversity of the communities it serves. Accommodation is available for applicants and employees who require support during the recruitment or employment process.
This opportunity is designed to fill an existing vacancy within the organization.