Corporate Actions Officer

Venture outside the ordinary - TMX Careers

The TMX group of companies includes leading global exchanges such as the Toronto Stock Exchange, Montreal Exchange, and numerous innovative organizations enhancing capital markets.  United as a global team, we’re connecting cross-functionally, traversing industries and geographies, moving opportunity into action, advancing global economic growth, and propelling progress. Through a rich exchange of ideas, meaningful collaboration, and a nimble operating model, we're powering some of the nation's most critical systems, fueling capital formation and innovation, bringing increased opportunity to business visionaries, product ingenuity to consumers, and career exploration to our team.

Ready to be part of the action?

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.

Key Accountabilities:

1. Data Entry & System Maintenance

• 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

2. Document & Portfolio Administration

• 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

3. Communication & Correspondence

• Prepare and dispatch entitlement payments, including cash and share payments, defective Letters of Transmittal and Election Forms, and supporting documentation

4. Quality Control & Reconciliation

• 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

5. Process Support and Archiving

• 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.

6. Tax Reporting and Reconciliation

• 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.

Must Have(s):

• Education: High School Diploma or Associate Degree required; Bachelor’s degree in Business or Finance preferred.

• Technical Skills: 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).

• Organizational Excellence: Ability to manage high volumes of paperwork and digital files without losing track of priority items.

• Accuracy: Attention to detail; specifically, the ability to verify long strings of alphanumeric data and financial figures.

• Professionalism: Strong verbal and written communication skills; ability to draft professional letters and emails to stakeholders.

The Ideal Candidate

The ideal Corporate Actions Officer is a process- enthusiast who finds satisfaction in clean data and organized files, one who notices the small typo in a legal document that could save the company from a major financial error and one who could thrive in a role where where strong administrative discipline , accurate documentation and organized archiving are essential to supporting daily operations in a fast-paced environment.

Salary Range: 50,000/year - 55,000/year CAD

Please note that the salary range included is a guideline only. The salary offered may vary based on factors, including, but not limited to, the successful candidate’s relevant knowledge, skills, and experience. 

The recruiting efforts for this role are intended to fill a vacant position.

For this role AI-assisted tools are utilised as one input in the application and screening process. AI does not make final hiring or interview decisions.

In the market for…

Excitement - Explore emerging technology and innovation, as well as ventures and digital finance that shape the future of global markets! Experience the movement of the market while grounded in the stability of close to 200 years of success.

Connection - With site hubs in some of the world’s most multicultural cities, we leverage our size and structure to create rich connections and belonging while experiencing powerful global impact through our work.

Impact - More than a platform, we use our talents to power mission-critical systems that drive global economic advancement, innovation, and growth. As well, our employee-led Team Impact spreads social good via our giving strategy.

Wellness - From empathetic leadership to a culture of flexibility and balance, we believe wellness at work creates the maximum yield and a stronger “we”. Plus, with a cloud-first and hybrid workstyle, as well as generous time-off and leaves, we support a life well lived! 

Growth - From a growth mindset in our work, to expansion in our business, TMX is home to action-takers energized by the achievement of ambitious growth.

Ready to enrich your career with impactful work, leaders who truly care, and the flexibility and programs to help you thrive as part of #TeamTMX ? Apply now.

Please note that our company is not currently sponsoring work permit applications and the applicant must be authorized to work in the country where this position is located. 

TMX is committed to creating and sustaining a collegial work environment in which all individuals are treated with dignity and respect and one which reflects the diversity of the community in which we operate. We provide accommodations for applicants and employees who require it.