Meetings & Client Services Associate (Contract)

About the role

This role involves managing meetings services for clients, including identifying and booking upcoming meetings in advance of events through research, site visits, and resource identification. You will work with Client Services Managers to contact key decision makers, confirm AGM dates, communicate service benefits, and gain commitment to manage AGMs. You will assist in developing Notice of Meeting and Proxy forms, coordinate mailing processes to shareholders, manage proxy reports, and ensure compliance with timing requirements for proxy acceptance. You will attend shareholder meetings when requested, coordinate staffing for registration and polling, register attendees, assist with voting processes, and provide shareholder meeting reporting. You will also maintain high service outcomes, ensure excellent customer service, and prepare management reports as required.

Key responsibilities

• Identify and book upcoming Meetings in advance of the event, including conducting research, making site visits, and finding resources.

• Understand current services clients have utilised and identify opportunities for further utilisation of Meetings services.

• Contact key decision makers for AGMs to confirm dates, communicate benefits, inform of available services, and gain commitment.

• Assist clients and Client Services Managers in development of Notice of Meeting and Proxy forms.

• Co-ordinate mailing process for meeting notification and proxy documentation to shareholders at least 31 days before shareholder meeting.

• Provide Proxy reports on request and ensure no further Proxy forms are accepted 48 hours prior to Shareholder Meeting.

• Provide Company Secretary with final Proxy report 24 hours before Shareholder Meeting.

• Confirm style and type of Admission & Voting Cards with client and attend Shareholder Meeting if requested.

• Coordinate staffing for registration and polling, register attendees, assist with show of hands count, conduct and report on polls.

• Provide client with Shareholder Meeting Reporting and contact client for feedback on Meeting process and services.

About you

• Good knowledge of Voting processes and Returning Officer responsibilities.

• Good knowledge of ASX listing rules, CHESS procedures and guidelines and key ASIC requirements.

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

• Work closely with Manager of Meetings and Voting services team and other departments to ensure excellent service.

• Maintain high service outcomes to achieve and exceed service delivery standards.

• Provide excellent customer service ensuring clients requests are responded to promptly and accurately.

• Effective and accurate co-ordination and communication associated with allotments, cancellations, expired securities, cross border transfers and buybacks.

• Excellent understanding of internal registry system, SREG, to effectively manage and control client registers.

• Ability to co-ordinate and generate shareholder mailings and email broadcasts.

• Ensure compliance with Boardroom's policies, procedures and audit processes.