Coordinator, Estate Administration

7 months ago

Toronto, Canada Heart & Stroke Full time

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.

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**

The Coordinator, Estate Administration manages the administration of all bequests, charitable gift annuities, life insurance policies, charitable remainder trusts for most of Canada, with emphasis on Quebec, for the Heart and Stroke Foundation of Canada (HSFC). The incumbent displays high attention to detail and superior organizational skills in dealing with the significant value ($20 million annually) and complexity of this portfolio. Excellent communication and customer service skills are key to working with internal and external stakeholders (next of kin, executors, lawyers, advisors, charities, trustees).

**How you will make an impact every day**
- Review 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.
- Independently and/or in consultation with the Senior Manager, Estate 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.
- Collect and analyze data for the development of the annual business reviews with Senior Manager, Estate 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.
- 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, Estate Administration.
- Prepare the legal releases as appropriate under seal for signature by the Manager, Estate Administration during various stages of the administration process ensuring that all information in the releases is 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.
- 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 HSFC departments to ensure gift designation and recognition are met, on an as-needed basis (e.g., Research, Regional offices etc.).
- Record all transactions and update all daily incoming correspondence in database and act as the point person for key reports relating to the Legacy Program
- Develop, monitor, and provide historical data, metrics and analysis to assist in forecasting.

**Who we need**

**Experience**
- 1-3 years estate administration, legal or trust administration in Quebec Civil Law. and/or Common law would be considered as an asset.
- Charitable work experience is also an asset.

**Education**
- College Diploma required; University Degree preferable.
- Law Clerk Certification or formal legal training is considered an asset.

**Skills**
- Bilingual in English and French is a requirement.
- Experience with or understanding tax filing in Quebec would be an asset.
- Proficient with Microsoft Office and good fundraising database skills.
- 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 communication skills with both external and internal stakeholders.
- Excellent customer service skills.
- Able to work independently and as part of a team; be a self-starter and take initiative.

**What

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