Virtual Meeting Coordinator

3 weeks ago

Canton, United States Computershare Full time

**Location: (Hybrid) Canton MA or Louisville KY**

This is a hybrid position primarily based in our Canton MA or Louisville KY office locations. We’re committed to your flexibility and wellbeing and our hybrid strategy currently requires three days a week in the office, giving you the option to work remotely for some of your working week. Find out more about our culture of flexible working.

**We give you a world of potential**

We have a tremendous opportunity for a **Virtual Meeting Coordinator.**

Computershare (ASX: CPU) is a global market leader in transfer agency and share registration, employee equity plans, mortgage servicing, proxy solicitation and stakeholder communications. We also specialize in corporate trust, bankruptcy, class action and utility administration, and a range of other diversified financial and governance services.

Since 1978 we have been trusted by other companies to manage their shareholder registry and shareholder transactions. Since then, as our clients’ needs evolved, so has our portfolio of services. We help companies to manage their relationships with investors more effectively and fulfil complex company secretarial obligations, regulatory and governance requirements.

Working in Issuer Services could mean anything from assisting shareholders with their portfolios, managing company meetings, enabling access to global markets, or supporting the highest standards of regulatory compliance across the world.

**A role you will love**

As the Meeting Coordinator, you will bring your passion for client service, product innovation, product growth and program execution to this critical role. Your experience and drive will play a major role in the ongoing development of this market and Computershare’s solution delivery.

The General Meeting is the flagship event in an Issuer’s annual financial calendar and the smooth running of the meeting activities is of paramount importance.

Your responsibilities will include understanding current processes and delivering solutions that optimize these processes within our product framework. You will work closely with business partners, such as Client Relationships Managers and Global Core Operations Meetings Operations team to plan, coordinate and deliver Meeting solutions. (Virtual/Hybrid/In person).

**Some of your key responsibilities will include**:

- Planning, scheduling, and allocating your time and effort to administer Meetings
- For assigned meetings, work directly with client facing staff and client contacts to discuss, plan and agree upon meeting logistics and reporting needs. Client contacts will include Company Secretaries and Chairpersons for the General Meetings
- Coordinate all required information related to meeting from announcement through to execution while engaging all key internal and external stakeholders
- Work closely with Meetings Operations team and vendors to ensure that all required systems are setup in a timely and consistent manner and remain synchronized (based on ongoing update requirements) throughout the meeting timeline
- Work with clients, external vendors, and internal departments to ensure all execution requirements are identified and tested prior to meeting date
- Advise Client Manager of any non-standard requirements and coordinate with external and internal resources to ensure such requirements are appropriately priced and resourced
- Schedule and execute logístical planning and dress rehearsals with internal business partners, clients & external vendors (technical and venue requirements)
- Schedule and execute dry runs/test broadcasts (where applicable)
- Ensure all client and shareholder access requirements are met
- Test system access prior to the meeting
- Manage all activities on day of meeting to ensure that the Meeting(s) are completed successfully
- Manage post meeting client needs for meeting recording and reporting
- Provide detailed reporting on your assigned meetings to Client Management Team

**What will you bring to the role?**
- Strong verbal and written communication skills
- Detailed understanding of Client Annual, General and Special meeting requirements.
- Understanding of proxy voting and online event hosting solutions.
- At least 2 - 3 years’ experience in Event Coordination and Project management methodologies.
- Exceptional communication and analytical skills with ability to collaborate, communicate and influence Issuer clients at a very senior level, including Company Secretaries, Chairpersons and Legal Counsel.
- Exceptional organizational skills with the ability to manage multiple tasks with competing priorities, in a challenging and dynamic environment.
- Remains calm and assured when operating under pressure and has the ability to interact confidently with senior client contacts.
- Advanced understanding of concepts, various technologies, and metrics required to ensure successful day-to-day management of virtual meeting technical support.
- Ability to build consensu

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