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, 2

SLGBTQIA+ 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.

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 estate 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.

• 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 the estate team with processing gifts of securities.

• 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…