Proxy Processing Administrator

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!