Estates Administration Coordinator

Who we are 

At Heart & Stroke our mission is to promote health, save lives and enhance recovery. We are committed to a culture that exemplifies our core values: champion health, practice humility, embrace change, drive impact, learn and grow and be heartfelt as we work together to beat heart disease and stroke. 

We believe in equity, diversity and inclusion ― it's embedded in our values and core mission work to support all people in Canada to lead healthier lives. We are committed to applying this principle to cultivate a welcoming environment that embraces diversity among our employees. Candidates from diverse backgrounds, including but not limited to, Indigenous peoples, racialized communities, 2SLGBTQIA+ communities, women, and people living with disabilities are encouraged to apply. 

To learn more about our mission, values, commitment to EDI, and the difference Heart & Stroke makes in the lives of people in Canada at every age, please visit our website. 

The opportunity  

Reporting to the Senior Manager, Estates Administration, the Coordinator, Estates Administration supports the administration of legacy gifts that help power Heart & Stroke's critical work across the country. Working in a hybrid work arrangement out of our Toronto office two days per week, this role supports bequests, charitable gift annuities, life insurance policies, and trusts, helping steward a complex estates portfolio with accuracy, care, and professionalism. 

This role is ideal for someone who brings strong attention to detail, excellent organizational skills, and a high level of discretion, along with the ability to communicate clearly and compassionately with a wide range of stakeholders – including families, legal and financial professionals, and internal partners. Your work will help ensure donor wishes are honoured and lasting impact is achieved. 

This position is a 12-month contract with hybrid work arrangements. For this role, candidates must live in Toronto and be able to work from our office (Yonge & Eglinton) two (2) days a week. 

How you will make an impact every day 

Program Coordination: 

• Review documentation and open estates to determine status and follow up with executors, trustees and lawyers to ensure estate files are moving forward appropriately.  
• Establish and adhere to workflow procedures that enable prioritization for collections, releases and other file documentation for action and follow-up to facilitate cash flows.  
• Coordinate the communications for the program, including seeking the advice of the Foundation's legal counsel (for Bequests) and Agent of Record (for Insurance Policies), answering inquiries from solicitors and potential donors and acting as a liaison with bequest administrators from other provinces and at other charitable organizations.  
• Maintain the file count with accurate and timely reports on all files, hard copy files, spreadsheets and database.  
• In consultation with the Senior Manager, Estates Administration seek advice of the Foundation's Legal counsel, other charities, financial planners and insurance agents to ensure the most beneficial results on issues of mutual interest.  
• Alert Senior Manager, Estates Administration to all potential contentious estate matters, time-sensitive issues, public relations implications, litigation determine proper communication with internal and external stakeholders.   
• Provide assistance to estates team with processing gifts of securities.  

Program Administration: 

• Open, monitor, and independently review legal documentation received using specialized knowledge of bequest administration, and make decisions within defined functional limitations, paying close attention to legal requirements, Public Trustee regulations family and estate law.  
• Review notifications and enter information into the database and coordinate with estates specialist to respond with the appropriate correspondence.  
• Verify all estate accounts to ensure that all claims are valid and legal, executor fees are within acceptable and legally stipulated limits, prior to approval by the Senior Manager, Estates Administration.  
• Accountable for all deposits, receipt management and weekly and monthly revenue reconciliation leading up to annual audit.  
• Prepare the legal releases as appropriate under seal for signature by the Manager, Estates Administration during various stages of the administration process ensuring that all information in the releases are accurate and legally binding.  
• Responsible for all administration work as it pertains to payments from Life Insurance Policies and Charitable Remainder Trusts in the name of the Foundation, liaising with donors, external insurance consultants/agents, legal representatives and internal stakeholders. 

Customer Service: 

•  Advise Legacy Team when new Major gift or Legacy prospects are identified through relationships with next of kin, executor(s) or trustee. 
• Develop and maintain strong internal and external relationships.   
• Provide timely support for all aspects of the program to internal and external stakeholders. 
• Work in conjunction with other H&S departments to ensure gift designation and recognition are met, on an as-needed basis (e.g. Research, Regional teams etc.). 

Database Administration: 

• Collect and analyze data for the development of the annual business reviews 
• Record all transactions, update and maintain with accuracy, all daily incoming correspondence in database.
• Develop, monitor and provide historical data, metrics, giving trends  and analysis to assist in forecasting.  

Who we need 

Experience 

• 1-3 years estate administration, legal or trust administration in Common law would be an asset. 
• Charitable work experience an asset. 

Education 

• College Diploma, University Degree preferrable. 
• Law Clerk certification or formal legal training an asset. 

Skills 

• Experience with or understanding tax filing an asset. 
• High degree of discretion required with confidential financial and personal information.  
• Ability to problem solve in varied situations.  
• Strong planning and organizational skills with emphasis on detail and accuracy.  
• Ability to proactively manage and prioritize deliverables.  
• Strong verbal and written communication skills with both external and internal stakeholders.  
• Excellent customer service skills. 
• Highly professional communication manner. 
• Able to work independently and as part of a team; be a self-starter and take initiative.   
• Proficient with Microsoft Office and good fundraising database skills. 
• Comfort using AI‑enhanced productivity tools to manage competing priorities, track deadlines, and support efficient workflow coordination.
• Demonstrated digital learning agility, with openness to adopting new AI‑enabled tools and processes as part of continuous improvement.

What we offer 
This role offers a hiring range of $55,000-$65,000, aligned with our compensation framework and your professional background. Heart & Stroke believes that time off is integral to the personal health and wellness of our employees.  We offer paid wellness days and personal days.  In addition, we provide health, medical, dental and vision benefits.  Furthermore, our staff enjoy flexible hybrid working arrangements and support with reimbursement for mobile phones and home office set up.  

Apply now 

If you want to join the fight to beat heart disease and stroke while building an engaged and giving community, apply by March 6, 2026. Applicants must be currently residing in Canada and legally entitled to work in Canada. 

To learn more about our mission, our values and the difference Heart & Stroke makes in the lives of people in Canada at every age, please visit our website.   

We are committed to fostering an inclusive, barrier-free and accessible environment. If you have been contacted for an interview and require accommodation to participate in the recruitment and selection process, please advise and we will work with you.  At this time, interviews are currently being conducted via phone or video call, so we look forward to 'virtually' meeting you