shareholder services specialist

Shareholder Services Specialist

Location: New York, NY (Primary)

Compensation:

• New York, NY: $90,000 - $105,000 base salary + annual incentive bonus

Russell Tobin is partnering with a leading global asset management firm to identify a Shareholder Services Specialist to join its Shareholder Services team. This position supports U.S. and internationally registered funds across the full lifecycle of investment accounts and serves as a key liaison between internal stakeholders, transfer agents, distributors, and service providers.

Key Responsibilities

Transfer Agent & Distribution Oversight

• Oversee transfer agent operations, policies, procedures, and compliance testing.

• Monitor blue sky registrations and coordinate Rule 22c-2 market timing reviews.

• Support transfer agency system enhancements and operational initiatives.

• Manage operational changes with transfer agents and distribution partners.

• Coordinate corporate actions and fund updates through DTCC MFPS and MFIX platforms.

• Partner with Fund Administration on dividend distributions and capital gains processing.

Administrative & Shareholder Services

• Manage production and distribution of shareholder prospectuses, annual reports, and regulatory communications.

• Oversee vendor relationships related to printing, mailing, and website updates.

• Support Retail, Institutional, and Retirement Sales teams with onboarding, platform distribution, and prospectus eligibility inquiries.

• Maintain investor-facing documentation, account applications, and operational procedures.

• Track projects and critical deadlines using project management tools such as Monday.com.

Reporting & Analysis

• Consolidate and distribute large trade notifications to portfolio management teams.

• Assist with tax reporting reviews and ICI standardized reporting.

• Prepare materials and reporting packages for Board of Directors meetings.

• Support internal and external audit requests, invoice processing, and recurring operational reporting.

Qualifications

• Bachelor’s degree in Finance, Business, or a related field.

• 5+ years of experience within asset management, fund operations, transfer agency, or financial services.

• Strong knowledge of mutual funds is required.

• Experience with Interval Funds, BDCs, ETFs, and Irish investment funds (ICAVs) is preferred.

• Familiarity with Transfer Agency systems, particularly SS&C, is preferred.

• Experience working with wirehouses, RIAs, IBDs, and alternative investment platforms such as iCapital, CAIS, or Subscribe is preferred.

• Series 6 and Series 63 licenses are a plus.

• Strong analytical, organizational, and project management skills.

• Excellent written and verbal communication abilities.

• Demonstrated success improving processes, managing operational risk, and driving operational efficiencies.

Why Apply?

This is an excellent opportunity to join a highly regarded asset management organization and play a critical role supporting shareholder operations, fund administration, and distribution oversight. The position offers exposure to senior stakeholders, strategic initiatives, and a broad range of investment products within a collaborative team environment.