Charitable Foundation Administrator (Independent Contractor – Remote)

Hourly Rate: C$45–C$50 per hour
Time Commitment: Approximately 5–10 hours per month
Location: Remote (Canada)
Engagement Type: Independent Contractor

Position Overview

The Family Foundation is a private family foundation dedicated to supporting charitable initiatives through thoughtful grant making and responsible stewardship. Family Foundation is seeking a highly organized and meticulous Foundation Administrator to serve as the central operational contact for family members, volunteer directors, service providers, and grants recipients. This role ensures the smooth execution of administrative, financial, and governance activities while maintaining compliance with CRA, Foundation by-laws, and Ontario regulatory requirements.

The Administrator would work remotely as an independent contractor who serves as the key operational contact for family members, directors, accountants, and charitable recipient. You will be working with a private family foundation and family-directed grant program.

Key Responsibilities

Administrative & Calendar Management

• Maintain and execute the Foundation’s annual schedule of administrative, grant, and reporting activities.
• Function as liaison between the Board and external partners (accountant, bank, bookkeeper, investment manager)
• Manage the Foundation’s email account and mailing address.
• Submit administrative expenses (supplies, postage, courier, etc.)
• Support additional projects, research, or committee work as needed.
• Maintain regular communication with the Board Chair regarding updates or issues.

Board & Membership Support

• Coordinate two annual Board of Directors meetings and the Annual Membership Meeting
• Prepare and distribute agendas, notices, and supporting materials.
• Track quorum and attendance at meetings.
• Administer virtual meetings (Microsoft Teams)
• Record resolutions and prepare/distribute meeting minutes within one month.

Grant Administration

• Compile and circulate grant applications and matching grant requests for Board review (biannually)
• Ensure grant disbursements align with Foundation criteria and annual limits.
• Prepare cheques, e-transfers, and pre-authorized payments for approved grants and expenses.
• Ensure proper authorization is obtained for all expenditures.

Banking & Financial Coordination

• Monitor account balances and fee thresholds.
• Coordinate fund transfers from investment accounts as needed.
• Provide monthly donation and expense summaries to the accountant.
• Track outstanding cheques and follow up as required.

Communications & Records Management

• Respond to Foundation-related inquiries within one week.
• Send reminders regarding grant deadlines and meetings.
• Respond to unsolicited grant requests in accordance with Foundation policy.
• Update website content as needed.
• Maintain accurate records of member participation and status.
• Notify the Board of membership changes.

Qualifications

• Experience in nonprofit, foundation, or administrative operations as it pertains to CRA compliance, Foundation by-laws, and Ontario regulatory requirements.
• Strong organizational and time management skills
• Familiarity with board governance and meeting coordination
• Experience with financial tracking, bookkeeping coordination, or grant administration.
• Excellent written and verbal communication skills
• Proficiency with Microsoft Office and virtual meeting platforms (e.g., Teams)
• Preference will be given for experience in QuickBooks Online and WordPress for the website.
• Ability to work independently and maintain confidentiality.

Work Arrangement

• Flexible, part-time contract role
• Remote work with occasional virtual meetings
• Estimated hours will vary based on Foundation calendar cycles.

How to Apply

Interested candidates are invited to submit a resume and brief cover note outlining relevant experience with charitable foundations, nonprofit administration, or CRA compliance.

Please email by May 5th, 2026.

All applications will be reviewed, but only those selected for first interviews will be contacted.