Manager, Estate Administration

Permanent, full-time position

Guelph, ON

Are you a detail-oriented professional with expertise in estate administration, trust law, or legacy giving? Do you thrive on navigating complex legal and financial matters with precision, professionalism, and compassion?

The University of Guelph is seeking a Manager, Estate Administration to oversee the management of complex estate and testamentary gifts, safeguarding approximately $7.5–$8 million annually in realized donations. Reporting to the Senior Manager, Legacy Giving, this role plays a vital part in ensuring that donor intentions are fulfilled while protecting the university’s future philanthropic revenue and reputation.

As the university prepares to launch its first fundraising campaign in more than a decade, this position offers a unique opportunity to work at the intersection of law, finance, and philanthropy. You will independently manage over 70 estate files, interpret legal documents such as wills and trusts, liaise with executors, trustees, and allied professionals, and ensure compliance with estate law, trust administration practices, and CRA regulations. You will also oversee the university’s portfolio of donor-funded life insurance policies, ensuring they remain in good standing.

The ideal candidate brings a background in estate administration, whether as a trust officer, law clerk, or within a charitable environment, along with strong judgment, analytical skills, and emotional intelligence to navigate sensitive conversations with families and professionals alike.

This is a unique chance to join a collaborative team within Alumni Affairs & Development and contribute directly to advancing the University of Guelph’s mission. Your work will help deepen donor relationships, honor donor legacies, and support the university’s bold philanthropic ambitions.

Your key responsibilities will include:

• Independent assessment and analysis of a variety of legal documents (e.g., wills, trusts, court filings) to identify issues, determine entitlement, and fulfill university requirements.
• Liaise with estate executors, trustees, legal and financial professionals, and requires independent assessment and judgment at an experienced and advanced level.
• Manage compliance and risk management of estates through specialized understanding of estate law, trust administration, and CRA guidelines to ensure compliance with legal and regulatory requirements and ensure that all estate gifts are fulfilled according to the donor’s intentions with professionalism, compassion, and accuracy.
• Work collaboratively with a myriad of partners across campus, including the office of the AVP, Financial Services, university legal counsel, academic and administrative partners, and other department colleagues in colleges and portfolios across campus.
• Manage the portfolio of university-owned, donor-funded life insurance policies. Review and interpret annual statements and ensure timely premium payments to keep policies in force. Proactively identify policies at risk and lead risk assessment audits with external experts.
• Safeguard the University’s future philanthropic revenue and reputation through detailed estate oversight, industry-aligned best practices, and legal compliance.

Requirements

The university recognizes that no one individual will have the following skills/experience in equal measure, but the qualifications below will be used to assess the suitability of candidates throughout the process:

• An undergraduate degree.
• Five years’ related experience with estate administration within a charity or as a Trust Officer, law clerk, or equivalent experience in related fields.
• Law clerk diploma and/or MTI/STI designation is considered an asset.
• Knowledge of estate law, trust administration, and CRA guidelines to ensure compliance with legal and regulatory requirements.
• Emotional intelligence to navigate complex discussions with the grieving family.
• Experience with Blackbaud CRM or other relational databases is an asset.
• Excellent organizational skills.
• Strong analytical/accounting skills and the ability to exercise sound judgment in dealing with complex issues.
• Advanced interpersonal communication skills (verbal and written).
• Excellent time management, prioritization, and organizational skills.
• Ability to effectively handle multiple tasks and priorities with a great deal of accuracy.
• Ability to adapt to changing processes and requirements.
• Professional attitude, tact, and diplomacy.
• Initiative and ability to handle competing demands and problem-solve in a short amount of time.
• Proficiency with Microsoft Office Suite, including Microsoft Word and Excel.
• Knowledge of institutional databases and good data management practices.
• Experience in a fundraising environment is considered an asset.

The university provides flexible work arrangement. This position is required to be fulfilled both remotely and on-campus (Guelph Campus)

The University of Guelph (www.uoguelph.ca) is one of Canada’s leading research-intensive comprehensive institutions, with a record of outstanding scholarship in the arts, humanities, social sciences, life sciences, physical and engineering sciences, agriculture, and veterinary sciences. This is your chance to join us in our endeavor to improve life.

To view a detailed posting for the role of Manager Estate Administration, please go to our website at https://careers.uoguelph.ca/.

At the University of Guelph, fostering a culture of inclusion is an institutional imperative. The University invites and encourages applications from all qualified individuals, including from groups that are traditionally underrepresented in employment, who may contribute to further diversification of our Institution.