Institutional Shareholder Services, Inc.

  • Operations Junior Analyst

    Job Locations PH-Makati City
    Job ID
    Corporate Governance
  • Overview

    • Monitor the processes by which information and data are added to or exported from production systems through electronic data feeds and other media.
    • Maintain data to ensure quality of mission critical information using both proprietary applications and commonly used business software applications.
    • Work with account managers and client on boarding to ensure that required client data is received in a timely and high quality manner.
    • Ensure comprehensive audit trails are in place for data that is received from or sent to production systems.
    • Support development of training documentation and systems to support growing team.



    In addition to the above operations responsibilities, the following activities are representative of the different functions for the team:


    Global Meeting Services


    • Monitoring corporate action events such as shareholders meetings from various sources like EDGAR, SEDAR and Stock Exchanges of each market
    • Procuring relevant shareholder meeting documents such as Annual Report, Notice of the Meeting, Information Circular, Proxy Form and other Corporate Governance documents
    • Contacting the companies or issuers by email or phone for engagements
    • Collecting meeting details such as the date, type, record date, location, time, voting instructions
    • Ascertaining securities (ISIN, SEDOL, CUSIP and CINS) that have the relevant voting rights in a meeting
    • Extracting the meeting agenda and encoding it to the database to make clients aware of the agenda /resolutions that will be voted at the meeting
    • Inputting correct Voting Instructions such as the Valid Vote Options; Market Deadline Date and details of the Registrars
    • Collecting results of the meetings and inputting it to the database
    • Assisting in any other relevant projects that might be assigned from time to time


    Global Proxy Distribution Operations

    • Processes vote instructions from clients of GPD banks through to the banks’ local market sub custodians in the agreed upon method and format (SWIFT, fax, email, online voting).
    • Completes any additional paperwork needed to support a vote instruction such as proxy cards, power of attorney, etc.
    • Performs tasks under the direct voting to the registries service such as completion of proxy cards and uploading of vote files to the registry’s portal.
    • Assists the account managers in answering incoming client inquiries.
    • Coordinates with the sub custodians regarding rejected vote instructions as advised by the local sub custodians, as well as, requirements to lodge vote instructions for meetings with special instructions.
    • Maintains sub-custodians’ contact information, SWIFT addresses, instruction delivery preferences and formats.
    • Accomplishes the daily workload through the internal proprietary application GPD Manager.
    • Reviews regular automated reports which serve as review or audit of Ballot Generation and Vote Execution processes.
    • Contributes ideas, efforts for efficiency and improvement of processes where appropriate.
    • Performs other duties as assigned.


    Securities Class Action Research

    • Maintains Securities Class Action Services database by extracting relevant data from research sources, entering such data into the SCAS research system accurately and efficiently, and perform audit on newly updated information in the database.
    • Participates in team discussion and identifies SCAS relevant events and legal developments
    • Support database clean-up and backfill initiatives by performing checks and reviews on existing cases.
    • Abide internal controls and procedures to comply with SSAE 16
    • Responds to client inquiries by understanding inquiry; reviewing previous inquiries and responses; gathering and researching information; assembling and forwarding information; verifying customer's understanding of information and answer.


    Voting Operations – Ballot Ingestion

    • Monitor and resolve all ballot entry related issues within ISS systems.
    • Act as a Subject Matter Expert for receipt and entry of non-electronic ballots.
    • Coordinate with our Client Service teams to ensure that entry requests related to proxy voting and record keeping are efficiently resolved.
    • Responsible for operations specific Key Performance Indicators.
    • Timely resolution of workflow related processes and internal questions.
    • Additional duties as assigned by manager.


    Voting Operations – Custodian Operations


    • Procure and process custodian account information to meet desired turn-around goals.
    • Develop and refine relationship with Custodian banks.
    • Single POC for all assigned custodian specific inquiries.
    • Responsible for operations specific Key Performance Indicators.
    • Timely resolution of workflow related processes and internal questions.
    • Perform Quality Assurance activities to ensure proper execution of assigned tasks.
    • Coordinate with account managers to resolve issue identified during Master Account List review cycles.
    • Additional duties as assigned by manager.


    Voting Operations – Vote Execution


    • Serve as a subject matter expert with regards to the flow of proxy ballots and any meeting specific issues.
    • Monitor and resolve voting related issues for a specific set of ISS clients.
    • Act as a proxy voting consultant for both our external clients and our internal teams in respect to our voting systems and processes.
    • Coordinate across multiple ISS teams to ensure that voting questions and issues are resolved promptly.
    • Responsible for operations specific Key Performance Indicators.
    • Timely resolution of workflow related processes and internal questions.
    • Additional duties as assigned by manager.





    • Bachelor's degree
    • Excellent oral and written communications
    • Excellent organizational and administrative skills
    • Strong computer skills with office applications
    • Team player and an excellent relationship builder
    • Demonstrated analytical skills with strong attention to detail
    • Demonstrated Project Management skills – defining of scope, resources and time lines, and managing to deliverables
    • Innovative, motivated, client-oriented and commercially-aware thinker
    • Absolute personal and business integrity






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