Institutional Shareholder Services, Inc.

  • Operations Junior Analyst

    Job Locations PH-Makati City
    Job ID
    2018-2002
    Category
    Operations
  • 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.

    Responsibilities

    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.

     

    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.

    Qualifications

    • 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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