Institutional Shareholder Services, Inc.

  • Operations Junior Analyst

    Job Locations PH-Makati City
    Job ID
  • 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.


    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.


    • 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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