Proxy Operations Manager

Geode Capital•Boston, MA

1d•Hybrid

About The Position

The Proxy Operations Manager oversees the end-to-end proxy voting operational process across client accounts and investment vehicles. Reporting to the Director, Stewardship, this role is the primary operational liaison with custodians, proxy service providers, and internal stakeholders, ensuring accurate, timely, and compliant vote execution. The position manages relationships with proxy advisory firms such as ISS and proxy distribution and vote execution providers such as Broadridge. It is based in Geode’s Boston office and follows the firm’s current hybrid attendance policy: in-office Tuesday through Thursday, with remote work optional on Monday and Friday. The policy may be modified by Geode. The manager leads proxy event monitoring, ballot reconciliation, vote instruction processing, operational risk management, vendor oversight, regulatory support, and process improvement. The role also manages and develops proxy operations staff, maintains operational controls and records, supports regulatory and audit requests, and leads operational readiness for new fund launches. The position requires strong proxy voting expertise, vendor management experience, analytical ability, attention to detail, high ethical standards, and the ability to work independently and collaboratively.

Requirements

Bachelor’s degree in Finance, Business Administration, Accounting, Economics, or a related field.
At least 8 years of experience in proxy voting operations, custody operations, investment operations, stewardship operations, or a related asset management function.
Deep understanding of proxy voting operational workflows within a registered investment adviser, asset manager, or institutional investment organization.
Extensive experience with ISS Proxy Exchange and Broadridge proxy processing platforms.
Strong knowledge of global custodial networks and proxy voting operational practices.
Experience managing proxy vote reconciliation, entitlement verification, ballot processing, and exception management.
Understanding of regulatory requirements governing proxy voting and fiduciary oversight responsibilities.
Experience supporting proxy voting operations for mutual funds, ETFs, collective investment trusts, or institutional separate accounts.
Strong analytical and problem-solving skills, including identifying operational risks and implementing effective solutions.
Experience using data and reporting tools to monitor operational performance and control effectiveness.
Strong organizational skills and ability to manage multiple deadlines during peak proxy seasons.
Exceptional attention to detail and commitment to accuracy.
Excellent verbal and written communication skills and ability to influence and collaborate with leadership, service providers, regulators, and other stakeholders.
Proven ability to lead cross-functional initiatives and operational improvement efforts.
High ethical standards, strong work ethic, and ability to work independently and collaboratively.

Responsibilities

Oversee proxy voting operations for domestic and international equity holdings, ensuring timely and accurate vote execution across global markets.
Manage proxy event monitoring, ballot distribution, vote instruction processing, and submission to meet voting deadlines.
Manage ballot reconciliation to maintain accurate and complete voting records and entitlements.
Investigate and resolve vote execution exceptions, entitlement discrepancies, and operational issues.
Manage, mentor, and develop proxy operations staff, fostering accountability, operational excellence, and continuous improvement.
Coordinate complex proxy events, including share-blocking markets, re-registration and power-of-attorney requirements, and meeting- or market-specific exceptions.
Serve as the business owner for proxy voting platforms and service providers, including ISS, Broadridge, custodians, and other operational partners; oversee relationships, service levels, performance, and issue resolution.
Maintain controls for proxy vote execution, reconciliation, exception management, and recordkeeping.
Support implementation and maintenance of proxy voting policies, procedures, and operational controls.
Lead preparation, review, and filing of SEC Form N-PX, including vote data validation, quality controls, regulatory compliance, and stakeholder coordination.
Develop and maintain procedures, governance frameworks, management reporting, operational metrics, and key risk indicators.
Support regulatory examinations, internal audits, and client due diligence requests related to proxy voting operations.
Lead operational readiness for new fund launches, including custodian account setup, system configurations, standing voting instructions, account mapping, testing, and implementation of operational controls.
Serve as a subject matter expert and drive improvements in operational efficiency, automation, scalability, risk management, and control effectiveness.
Collaborate in a fully inclusive manner.