This opportunity offers the ability to work in a hybrid capacity.
Are you experienced in administering estates and trusts, interpreting legal documents, and ensuring regulatory compliance? Consider bringing your expertise to Queen’s University Office of Advancement as our Estates and Trust Officer.
Reporting to the Associate Director, Gift Governance and Compliance, the Estates and Trust Officer is responsible for administering and monitoring all estates, trusts, and planned or non-monetary gifts to ensure compliance, maximize benefit, and uphold donor intent. This role involves interpreting complex estate documentation, overseeing allocation of funds, and safeguarding institutional interests in alignment with Canada Revenue Agency guidelines, Trust Law, and university policies. Acting as an ambassador for the university, the incumbent will provide guidance to key parties, both internal and external to the University, relating to the execution of planned gifts from donors’ estates. Based in Kingston, the Estate and Trust Officer is also responsible for ensuring the accuracy, security, and integrity of data within the CRM as well as all electronic and physical records within the portfolio. Contributing to the achievement of the unit’s strategic goals, this role may undertake additional tasks or projects as needed.
This position oversees received planned gifts and is responsible for the ongoing monitoring of trusts. This position also provides guidance to key stakeholders related to the execution of planned gifts from the deceased donors’ representatives. This position ensures that all bequests, planned, or other monetary gifts are directed for appropriate use.
The Office of Advancement at Queen’s is committed to embodying the principles of Indigenization, Equity, Diversity, Inclusion, Accessibility and Anti-Racism (I-EDIAA). As an employer, we value equitable opportunities and are working to nurture a culture of inclusion and belonging for all. Additionally, we encourage candidates from equity-deserving groups and those with lived experience of marginalization and oppression (including Indigenous, Black and People of Colour, Women, 2SLGBTQIA+ and Persons with disabilities) to apply. For more information, visit our Human Rights and Equity Office Website: http://www.queensu.ca/hreo
The University is committed to the principles of the Accessibility for Ontarians with Disabilities Act (AODA). We seek to provide an inclusive and barrier-free work environment, beginning with the recruitment process and provide accommodations as needed for applicants with disabilities. If you require an accommodation throughout any stage of the recruitment process, please email advhr@queensu.ca.
KEY DUTIES AND RESPONSIBILITIES:
· Monitors all estates, trusts and other planned or non-monetary gifts to ensure that maximum benefit is received and the intentions of the giver are realized.
· Performs research and analyzes the giver’s estate structure to ensure compliance with Canada Revenue Agency guidelines and other relevant regulatory bodies.
· Engages with members of the university community and members of the estates to safeguard the University and ensures all proceeds from bequests, planned, or other monetary gifts are directed for appropriate use.
· Confirms realistic valuation on financial statements.
· Recommends cost-effective legal representation.
· Maintains files for donors and tracks progress of files.
· Works to ensure all interested parties of bequest, trust or other planned gift proceeds are informed.
· Prepares documents for approval and signature.
· Identifies and refers stewardship opportunities between representatives of the estate donors and their beneficiary constituencies.
· Oversees all data input and ensures the integrity of data and reporting.
· Prepares written materials including reports, letter correspondence, and financial summaries.
· Serves as an ambassador for the university both within the university community and outside.
· Other duties as required in support of the department and/or unit.
The Estates & Trust Officer also calls for:
Required Education
· Four-Year Bachelor Degree or equivalent. In addition, requires trade certification, qualification, or on-going learning to remain ahead of changes in technology or emerging fields.
o in legal administration preferred.
Required Experience
· More than 5 years of experience.
o Experience in client and/or customer experience functions considered an asset.
o Experience working in a general legal environment considered an asset
o Experience in a financial environment, preferably with exposure to federal and provincial tax regulations considered an asset.
o Experience in financial services practices considered an asset (e.g., maintaining accounting records, etc.).
o Knowledge of relevant laws, regulations, policies, standards and/or guidelines considered an asset.
o Experience in information systems with a focus on classifying, storing and disposing of electronic records considered an asset.
o Experience with providing administrative support considered an asset (e.g., document editing, proofing, formatting and production, data entry, scheduling/coordinating meetings and/or travel arrangements, receiving/relaying messages, etc.).
o Experience working in a comparable client-focused environment considered an asset
Consideration may be given to an equivalent combination of education and experience.
Job Knowledge and Requirements
· Knowledge of concepts and principles in a specialist field that is typically acquired through a combination of advanced professional or academic qualifications and/or substantial work experience.
· Provide effective consultation and advice on non-straightforward and/or complex issues.
· Interaction with others requires interpersonal skills and the ability to understand and influence.
· Adapt messages to meet the different needs of different audiences.
· Builds relationships, trust and credibility.
· Prioritize and distribute work to deliver objectives on time and to the highest standard.
· Identify in advance when the intended results may not be achieved and develops a plan to address the gaps.
· Actively participate in project team meetings and develop individual and unit project plans.
· Lead procedural or technological change within a unit.
· Identify opportunities to improve the effectiveness and efficiency of work processes.
· Seek information and input to fully understand the cause of problems.
· Appropriately assesses risks before making a decision.
· Contribute to the creation and evaluation of possible solutions.
· Take action to remove obstacles and address problems before they impact performance and results.
· Apply equity, diversity, accessibility, inclusion and Indigenization considerations to decision making and planning.
· Promote a work environment that is free from sexual violence, harassment and discrimination, and the ability to show empathy for those who have experienced trauma.
Applications, including a cover letter and resume, must be received by 11:59pm EST on Tuesday, February 24, 2026. To apply for this grade 8 (salary range $68,920.00 – $84,043.00/Year), 3-years less a day appointment, visit:
https://queensu.njoyn.com/cl4/xweb/xweb.asp?tbtoken=Yl9ZQR4XCGp2Zy4lLkAuJF55NVwnCCNOAWBEcCMvAUhZUykIExZbKDUYXEQbc2dyBAkbUxFaS3cqWA%3D%3D&chk=ZVpaShw%3D&clid=74827&Page=JobDetails&Jobid=J0226-0314&BRID=438801&lang=1
