Meetings Coordinator
Computershare · Bristol
Location: Bristol (UK)
In this position, you’ll be based in our Bristol office for a minimum of three days a week, with the flexibility to work from home for some of your working week. Find out more about our flexible work culture at computershare.com/flex
We give you a world of potential
A fantastic opportunity for the position of Meetings Coordinator has now become available in the Computershare Corporate Services Bristol business unit to assist with the liaison with client managers and other internal departments in preparing and managing company meetings, including organising meetings and associated tasks including document production, SCRIP system meeting set up and associated electronic shareholder voting options, reporting of meeting voting figures and personnel and technical support in attendance at certain meetings when required
A role you will love
The Meeting Services team is responsible for the distribution of proxy voting instructions, setting up of electronic voting channels, the collation of votes and the delivery of final figures ahead of a company’s Annual General Meeting and any further ad hoc company meetings throughout the year. This role involves working with our Client Services Team and direct contact with Clients to assist with the preparation in the lead up and delivering of the live Company meeting.
Key responsibilities:
- Act as a key point of contact for clients and Client Managers across Registry and Plans, CCS and other internal departments involved in shareholder meetings.
- Plan and coordinate live meeting events, ensuring all operational and technical requirements are in place ahead of the meeting.
- Liaise with clients, Client Managers and third-party stakeholders, including external webcasters, to coordinate meeting requirements and technical set-ups.
- Prepare meeting documentation, system set-up and final meeting figures prior to meetings taking place.
- Input and maintain accurate meeting data across relevant systems, including Cosmos Company, CRMOD, SCRIP, Broadcast, Equatex and CREST.
- Set up electronic voting solutions, including Electronic Proxy Appointment (EPA), Equatex and CREST.
- Produce Forms of Proxy through Encompass or Computershare Communication Services (CCS).
- Set up shareholder meeting notifications through email broadcast services.
- Provide demonstrations of the voting platform directly to clients and support them with its functionality.
- Provide technical and operational support before and during live meetings.
- Attend Annual General Meetings (AGMs) and assist with coordinating the smooth running of the meeting, including supporting virtual participation for shareholders.
- Liaise with external webcasters and other third-party stakeholders to ensure technical requirements are planned and delivered ahead of live meetings.
- Produce voting figure reports and submit Plans voting totals to custodians.
- Track and complete meeting-related tasks through Event Management.
- Prepare and issue meeting finalisation documentation and final billing invoices.
What will you bring to the role?
We are looking for a Meeting Coordinator with:
- Organised and adaptable – you are comfortable managing multiple priorities and deadlines, with strong organisational skills and a proactive approach to problem solving.
- Client-focused and confident communicator – you enjoy building relationships with clients and stakeholders, communicating clearly and professionally, and are confident sharing ideas and providing demonstrations when required.
- Collaborative and solution-focused – you work well with internal teams and third-party stakeholders, taking ownership and keeping sight of the bigger picture to ensure successful meeting outcomes.
- Detail-oriented and analytical – you have a strong eye for accuracy, are comfortable working with data and systems, and can produce clear and accurate reports.
- Calm under pressure – you are able to remain focused and professional in a fast-paced environment, particularly when supporting live meetings and managing last-minute requirements.
Other key skills you will bring to the role:
- You love a happy customer – you’re comfortable working directly with client managers and understand the importance of managing expectations.
- Great with people – you’re an approachable team player who can also work independently.
- You are flexible – We work to what the Market & Client demands which can change quickly.
- Confident in presenting to external customers
Rewards designed for you
- Flexible work to help you find the best balance between work and lifestyle.
- Health and wellbeing rewards that can be tailored to support you and your family.
- Invest in our business by setting aside salary to purchase shares in our company, and you’ll receive a company contribution as well.
- Extra rewards ranging from recognition awards, and team get togethers, to helping you invest in your future.
- And more. Ours is a welcoming and close-knit community, with experienced colleagues ready to help you grow. Our careers hub will help you find out more about our rewards and life at Computershare, visit computershare.com/careershub.