Meeting Management Specialist

Equiniti is a leading international provider of shareholder, pension, remediation, and credit technology. With over 6000 employees, it supports 37 million people in 120 countries.

EQ’s vision is to be the leading global share registrar, offering complementary services to its client base and our values set the core foundations to our success. We are TRUSTED to deliver on our commitments, COMMERCIAL in building long term value, COLLABORATIVE in our approach and we IMPROVE by continually enhancing our skills and services. There has never been a better time to join EQ.

Role Summary

The Meeting Management team is responsible for delivering an excellent service and project managing all General Meeting task activities in line with regulatory requirements and client expectations. Whilst there are many different aspects to the role, the main focus is our clients AGM/GMs. These are very high-profile meetings and are probably ‘the’ most important event in our corporate client’s calendars. Reporting to the Team Manager, you will be supporting a team of Senior Meeting Management Specialists (SMMS), who have responsibility for delivering the Meeting Management service to all EQ clients. The role of the MMS includes extraction of data, splitting into sets as required, updating matrices, creation of voting sites and preparing voting reports. All aspects of this role are visible to our clients, their shareholders and in some instances the industry. A pro-active approach to risk management and process adherence is necessary to enhance and maintain our performance and reputation.

Core Duties/Responsibilities

• Act independently, with support where necessary, ensuring SMMS are kept up to date.
• Process adherence to pro-actively manage risk.
• Manage all tasks to agreed timeline, ensuring all activities are diarised in accordance with the agreed timetables, ensuring costing and client specific spreadsheet are kept up to date.
• Demonstrate your knowledge & skills when communicating with SMMS and contribute to strategic review of processes.
• Provide the SMMS with mailing data and detailed proxy vote reporting.
• Attention to detail required to compare output with previous reports, highlighting any concerns or discrepancies.
• Set up voting sites, reporting templates & monitor Sirius task queues.
• Carry out a range of administration tasks such as data deletion, CEC reporting, raising must runs, checking job failures, duplicate packs etc.
• Working outside core hours to ensure client deadlines are met during peak periods.

Skills, Capabilities and Attributes

The successful candidate will demonstrate the following experience, skills, and behaviours:

• Display strong organisational & time management qualities to successfully deliver support to the SMMS.
• Clear & concise communication with your stakeholders.
• Attention to detail, works hard to get it right first time.
• Meets and strives to exceed stakeholder requirements.
• Supports problem solving, suggests resolution and ensures preventative action is adhered to in the future.
• Seeks to suggest improvements in process and following professional discussion, held with line manager, assists with the implementation if appropriate.
• Good understanding of Sirius data extraction and reporting functionality.
• Ability to work both independently and as part of a team to deliver requirements.
• Flexibility to deliver to client timelines, sometimes with little notice.

What We Offer (UK ONLY)

Save For Your Future - Equiniti Pension Plan; Equiniti matches your pension contributions up to 10%

All Employee Long Term Incentive Plan (LTIP) – Gives all EQ Colleagues the opportunity to benefit if the current owners successfully sell the company for a profit.

Health and Wellbeing – Employee Assistance Programme: counselling, legal & wellbeing support for colleagues and their households. Life assurance cover at 4x salary with the ability to purchase enhance cover.

Employee discounts – Discounts and cashback at your favourite high street stores through our EQ Wins Platform.

Flexible Benefits – The ability to purchase a wide variety of benefits through our flex plan; gadgets, travel insurance, will writing, holiday trading and more.

Time Off – Typically 28 days holiday + bank holidays. 2 volunteer days to get involved with a charity of your choosing.

Winning together – Equiniti ICON award vouchers; recognising the individuals going above and beyond to help the business succeed.

Learning & Development – Investment in LinkedIn Learning for all colleagues.

We are committed to equality of opportunity for all staff and applications from individuals are encouraged regardless of age, disability, sex, gender reassignment, sexual orientation, pregnancy and maternity, race, religion or belief and marriage and civil partnerships.

Please note any offer of employment is subject to satisfactory pre-employment screening checks. These consist of 5 year activity & GAP verification, DBS or Access NI, Credit, Sanctions & CIFAS checks