Administrative Coordinator - Meetings and Mailings

Adecco is currently hiring a temporary full-time Administrative Coordinator - Meetings and Mailings to work in Calgary, AB. In this role you will work collaboratively with office teams and other business units in order to meet the client’s Meeting and/or Mailing requirements. You will assume responsibility for assigned files and handle their execution in accordance with processes, time frames, regulatory requirement, and guidelines. 

Looking for an exciting opportunity to join a dynamic team of professionals apply today!

• Location: Calgary, AB

• Shift: Hybrid - 3days in the office and 2 days from home 

• Job type: Long Term | Full-time

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:

Meetings:

• Assume responsibility for assigned files in accordance with current Desk Operating Procedures, processes and time frames. These will include, but are not limited to, Meeting set up on SCRIP, preparation of RADAR work order, update COSMOS for regulatory notices, send searchcards, prepare Access database and/or Summit platform, ballots, proxy tabulation, and final reports all in accordance with client’s requirements:

• All scheduled critical activity dates and legal deadlines are met.

• All documentation for Meeting, including voting results - are prepared at a minimum of 24 hours before the Meeting date or in accordance with client critical dates.

• Critical activities are followed up with clients or RM, as applicable prior to delivery and filing deadlines.

• Prepare and finalize the Access Database for At Meeting registration and Client reporting 

• Billing for Meeting services captured and submitted in accordance with Financial Objectives.

Mailings:

• Assume responsibility for assigned files in accordance with current Desk Operating Procedures, processes and time frames. These will include, but are not limited to:

• Schedule mailing including preparation of RADAR work orders

• Update COSMOS Company

• Verify material quantities, coordinate mailings with NI54 requirements

• All scheduled critical activity dates and legal deadlines are followed up with Associate Relationship Manager and Relationship Manager.

• Co-ordinate quarterly mailings in accordance with client request.

• Billing for mailing services captured and submitted in accordance with Financial Objectives.

Qualifications:

• Must be legally eligible to work, and reside in Canada

• Good working knowledge of Microsoft Office, including Word, Excel, Access and Outlook

• Quick learner

• Self-motivated and work autonomously

• Comfortable learning new computer systems

• Ability to multi-task

• Ability to prioritize when encountering conflicting duties

• Experience in admin and data entry

Are you interested in this position? Apply now! Our dynamic team of recruiters will reach out if you qualify for this role.

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