Corporate Actions Officer

TMX Group•Toronto, ON

2d•CA$50,000 - CA$55,000•Hybrid

About The Position

The Corporate Actions Officer provides essential operational support in the execution and record-keeping of mandatory and voluntary corporate events. This role focuses on the administrative framework of the event lifecycle: ensuring data accuracy across multiple registry systems, managing complex documentation, and facilitating seamless communication between shareholders, the depositories, and the issuer. The Officer is a key gatekeeper of data integrity, ensuring every transaction is backed by audit-ready evidence. This role is hybrid (2 - 3 days/week in the office) - based in Toronto, ON.

Requirements

High School Diploma or Associate Degree required; Bachelor’s degree in Business or Finance preferred.
Proficiency in the Google Suite (Gmail, Sheets, Docs, etc) and Microsoft Office Suite (Word, Excel) and a quick aptitude for learning proprietary financial software (Link 4/Transtar registry systems).
Ability to manage high volumes of paperwork and digital files without losing track of priority items.
Attention to detail; specifically, the ability to verify long strings of alphanumeric data and financial figures.
Strong verbal and written communication skills; ability to draft professional letters and emails to stakeholders.

Nice To Haves

Bachelor’s degree in Business or Finance preferred.

Responsibilities

Input and maintain event-specific data (deposits, tenders, and payments) within Transtar and Link 4 systems with 100% accuracy.
Update security holder records to reflect elections, entitlements, ensuring all static data is current prior to payment cycles.
Monitor workflow systems, email alerts, and dashboards to ensure no processing deadlines are missed.
Process daily, weekly, and monthly submissions of securities with special privileges, such as conversions, redemptions, and retractions.
Manage the intake and validation of legal documents, including estate transfers, trust agreements, and corporate re-registrations.
Coordinate the "lost certificate" process with the Client Services team for direct contact with the shareholders and insurers to issue indemnities and replacement securities.
Maintain a digital and physical filing system that is "audit-ready" at all times, ensuring all corporate actions have a clear paper trail.
Prepare and dispatch entitlement payments, including cash and share payments, defective Letters of Transmittal and Election Forms, and supporting documentation.
Perform preliminary reconciliations of shareholder positions against central depository reports.
Identify and flag "breaks" or data mismatches for the Corporate Actions Project Manager or Manager to investigate.
Assist in the collection and organization of evidence for internal and external audit reviews.
Perform ongoing reconciliation of active reorg folders.
Assist and support the Project Manager with system setup, deposit/tender processing, payment allocation, and payment distribution.
Support the "Maker" side of simple corporate action events such as cash events.
Prepare physical debits and related documents for offsite storage by organizing, boxing, labeling materials in accordance with retention standards.
Complete a detailed archive log to ensure each box is uniquely identifiable and easily retrievable for future reference or audit requests.
Monitor expiring or invalid tax forms and coordinate refresh cycles with Tax team and Relationship Managers.
In collaboration with Technology team, prepare and validate year-end tax reporting data (e.g. T3, T5, NR4, 1099, 1042-S).
Support Cash Management/Tax teams with the audit trails, variance explanations and documentation.
Respond to routine inquiries from brokers, custodians, and individual investors regarding event status and tender requirements.
Coordinate with various internal teams to ensure timely delivery of DRS, certificates, cheques and wire transfers.