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Permanent, full-time position&nbsp;Guelph, ONAre 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 &amp; 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:&nbsp;<ul><li>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. </li><li>Liaise with estate executors, trustees, legal and financial professionals, and requires independent assessment and judgment at an experienced and advanced level.</li><li>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.</li><li>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.</li><li>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.</li><li>Safeguard the University’s future philanthropic revenue and reputation through detailed estate oversight, industry-aligned best practices, and legal compliance.</li></ul>RequirementsThe university recognizes that no one individual will have the following skills/experience in equal&nbsp;measure, but the qualifications below will be used to assess the suitability of candidates throughout the process:<ul><li>An undergraduate degree.</li><li>Five years’ related experience with estate administration within a charity or as a Trust Officer, law clerk, or equivalent experience in related fields.</li><li>Law clerk diploma and/or MTI/STI designation is considered an asset.</li><li>Knowledge of estate law, trust administration, and CRA guidelines to ensure compliance with legal and regulatory requirements.</li><li>Emotional intelligence to navigate complex discussions with the grieving family.</li><li>Experience with Blackbaud CRM or other relational databases is an asset.</li><li>Excellent organizational skills.</li><li>Strong analytical/accounting skills and the ability to exercise sound judgment in dealing with complex issues.</li><li>Advanced interpersonal communication skills (verbal and written).</li><li>Excellent time management, prioritization, and organizational skills.</li><li>Ability to effectively handle multiple tasks and priorities with a great deal of accuracy.</li><li>Ability to adapt to changing processes and requirements.</li><li>Professional attitude, tact, and diplomacy.</li><li>Initiative and ability to handle competing demands and problem-solve in a short amount of time.</li><li>Proficiency with Microsoft Office Suite, including Microsoft Word and Excel.</li><li>Knowledge of institutional databases and good data management practices.</li><li>Experience in a fundraising environment is considered an asset.</li></ul>The university provides flexible work arrangement. This position is required to be fulfilled both remotely and on-campus (Guelph Campus)The University of Guelph (<a href="https://www.uoguelph.ca/" target="_blank">www.uoguelph.ca</a>) 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.&nbsp;&nbsp;To view a detailed posting for the role of&nbsp;Manager Estate Administration,&nbsp;please go to our website at&nbsp;<a href="https://careers.uoguelph.ca/" target="_blank">https://careers.uoguelph.ca/</a>.&nbsp;&nbsp;At the University of Guelph, fostering a&nbsp;<a href="https://www.uoguelph.ca/diversity-human-rights/sites/uoguelph.ca.dhr/files/public/Inclusion%20Framework%20Endorsed%20April%202017.pdf" target="_blank">culture of inclusion</a> 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.&nbsp;&nbsp;

University of Guelph

Manager, Estate Administration

QualificationsThe ideal candidate has a desire to work to work in an organization that reaches people withthe good news of God’s love. This person is detail oriented with a high level of accuracy,possesses excellent communication skills in spoken and written English, has strong andproven organizational skills, and is proficient in office administration tasks, office systems,and applicable software programs.OverviewThe Administrative Assistant role supports the work of the management team and staffmembers as required for the efficient day-to-day operation of the office.Work Location: In-person at the Guelph officeSchedule: Monday to Friday, 9:00am to 5:00pmEducation: High School diploma is a minimum. Post secondary education in administration,computers or office administration is an asset.The successful candidate must be personally committed to the gospel of Jesus Christ.

Every Home for Christ International / Canada

Administrative Assistant/Receptionist

Do you love when all the numbers line up?Are you a wizard with figures and a financial professional with personality, who cares about the bigger picture?If so, an over $16.5 Million endowment, countless generous donors and committed, community-focused local charities, need you!At The Guelph Community Foundation, a charitable public foundation, you’ll work with an experienced leader who is futureproofing value-based philanthropic leadership in one of Canada’s most generous cities.&nbsp;You’ll learn more on our website, but in a nutshell (or nest egg, if you prefer) a Community Foundation pools the charitable gifts from donors into permanent, income-earning endowments that provide consistent, sustainable revenue sources for the people and organizations working to solve societal issues related to health &amp; wellness, environment, arts &amp; culture, youth advancement, justice and community resilience. If purpose-driven work fires you up as much as a well-designed spreadsheet, let us know who you are and share your information with us.&nbsp;The Guelph Community Foundation&nbsp;The Guelph Community Foundation is a charitable public foundation whose purpose is to provide leadership in promoting community philanthropy to enhance the quality of life for the residents of Guelph and surrounding communities. The Foundation pools the charitable gifts of donors into permanent, income-earning endowments. Earnings from investments are granted to fund a wide range of charitable programs and activities. Our office is located in downtown Guelph in Old Quebec Street Shoppes, 55 Wyndham Street North, Guelph, Ontario, N1H 7T8The Finance and Office ManagerThe Finance and Office Manager will be an integral part of small team that works closely together and will serve as the key financial representative of the Foundation. The position reports to the Executive Director and works in partnership with the Grants Manager. This role is responsible for: &nbsp;<ul><li>supporting the administration and financial reporting requirements of the Guelph Community Foundation,</li><li>supporting fundholders and donors with their contributions,</li><li>grant processing,&nbsp;</li><li>full cycle accounting,</li><li>providing administrative support to our volunteer committees, and</li><li>managing our office space, stock and equipment.</li></ul>While there are established procedures and principles, this work includes complex financial and accounting processes. The holder of this position must be comfortable speaking with accountants, auditors, investment firms, and volunteer board members, as well as provide exceptional customer service to fundholders and charities to support both the Executive Director and Grants Manager in their work.&nbsp;The successful candidate should have a minimum of three years’ work experience as well as relevant education to meet expectations. This could include an accounting degree or diploma designation such as a CPA, post-graduate education in accounting or finance; or equivalent experience, with a preference for related experience in a not-for-profit or charitable environment.&nbsp;This is a hybrid, full-time (28-35 hours per week) role. The Finance and Office Manager will work onsite 2-3 days/week depending on need. &nbsp;Requirements and Qualifications:&nbsp;<ul><li>College or university degree or diploma, preferably with a financial or business specialization&nbsp;</li><li>Minimum of 3 years financial experience&nbsp;</li><li>Experience in the not-for-profit sector and familiarity with Canada Revenue Agency regulations and requirements&nbsp;</li><li>Familiarity with Fund Accounting&nbsp;</li><li>Experience and proficiency with Excel, Word, Outlook, financial software</li><li>Extraordinary attention to detail and accuracy&nbsp;</li><li>Excellent organizational skills with the ability to manage varied tasks simultaneously, juggle multiple projects and meet fast-moving deadlines&nbsp;</li><li>Discretion in dealing with private, confidential, or sensitive information.</li><li>Ability to exercise sound judgment in a variety of situations including advising on expenditures, budget planning and data interpretation</li><li>Excellent verbal and written communication skills</li><li>Strong interpersonal skills, with the ability to work independently as well as collaboratively</li><li>Experience working for a community foundation is also considered an asset</li><li>Experience with fund development and/or donor stewardship is an asset&nbsp;</li></ul>Position Responsibilities:&nbsp;Financial (Time Allocation: approximately 25%)&nbsp;<ul><li>Process all receipts and disbursements in Foundant CSuite (philanthropy software)</li><li>Monitor bank balances, prepare all bank deposits, complete monthly reconciliation of bank and investment account statements&nbsp;</li><li>Maintain general ledger, monthly reconciliation of fund balances and tracking of various inter-fund transactions and grants&nbsp;</li><li>Internal tracking and reporting including transfer of administration fees, undistributed income by fund, etc.&nbsp;</li><li>Verify donation reports for reconciliation&nbsp;</li><li>Support of bi-weekly payroll</li><li>Ensure the financial integrity of GCF, including preparing and monitoring budgets, and preparing forecasts and full financial reports for review by the Board.&nbsp;</li><li>Ensure proper financial controls are in place.</li><li>Work with the Executive Director to ensure adherence to Foundation policies, procedures and by-laws, manage risk and recommend changes or amendments to same as required.</li><li>Prepare annual/quarterly fund statements for fundholders&nbsp;</li><li>Prepare year-end reporting including draft financial statements, as required for audit&nbsp;</li></ul>Donor Management &amp; Services (Time Allocation: approximately 25%)&nbsp;<ul><li>Provide prompt donor stewardship including processing gift administration, tax receipts, statements and thank you letters using Foundant CSuite&nbsp;</li><li>Manage online giving system (Canada Helps) and ensuring it is integrated into Foundant CSuite with prompt and accurate data entry&nbsp;</li><li>Manage and maintain Foundant CSuite including updating donor records, fund listings, and donation reports&nbsp;</li></ul>Grants (Time Allocation: approximately 25%)&nbsp;<ul><li>Help maintain all granting details using Foundant Grant Lifecycle Manager, working in partnership with the Grants Manager to ensure current and up-to-date grant records, including categorizing grant type, service area and generating financial reports as required&nbsp;</li><li>Maintain fundholder files&nbsp;</li></ul>Administration (Time Allocation: approximately 12.5%)&nbsp;<ul><li>Complete filings, tax rebates and other CRA reporting accurately and on time&nbsp;</li><li>Organize computer files, data backups, and maintain an accurate financial filing system</li><li>Attend all Investment Management Committee Meetings, document minutes as needed</li><li>Attend Board of Directors meetings, including the Annual General Meeting</li><li>Assist with annual external audit&nbsp;</li><li>Participate in strategic planning sessions</li><li>Support the Executive Director with daily office procedures, policy updates and streamlining process&nbsp;</li><li>Investigate and implement operational process improvements and cost efficiencies when required</li><li>Lead team and/or committee meetings, as needed</li></ul>Office Management (12.5%)<ul><li>Maintain, update, and organize computer documents, folders, and the filing system&nbsp;</li><li>Track offices supplies and stock, ordering when needed</li><li>Oversee tracking and maintenance office equipment (e.g. computers, printer etc.)</li><li>Liaise with landlord about office repairs and needs</li><li>Act as main contact for third party information technology firm to set up technology systems and respond to and address IT needs that emerge</li><li>Coordinate contracts with other third-party providers, such as phone and internet services</li><li>Assist with the hiring and orientation of summer staff</li></ul>Salary: Compensation for this position will range between $65,000 and $70,000, depending on levels of experience. Remote office technology will be provided.&nbsp;How to Apply:&nbsp;If you are interested in applying for this position, please email your resume and cover letter to <a href="mailto:ed@guelphcf.ca" target="_blank">ed@guelphcf.ca</a>Deadline to apply is Monday September 29, 2025 at 9:00AM. Resumes and cover letters will be reviewed as they are submitted. Interviews may start before the application deadline closes. &nbsp;The Guelph Community Foundation is an equal opportunity employer that is committed to inclusive, barrier-free recruitment and selection processes. We invite applications from diverse populations and groups, including applicants who require accessibility accommodations. If contacted for an employment opportunity, please advise us if you require an accommodation.&nbsp;We thank all applicants; however only candidates selected to be interviewed will be contacted.&nbsp;

3 Administrative / Clerical Support Jobs in Guelph, ON, Canada