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

- Valuable 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.

📌 Meetings & Client Services Associate (Contract) (Sydney)
🏢 BoardRoom Group
📍 Sydney