Charity administration

Position Title: Foundation Administrator / Operations Coordinator
Organization: Wesley M. Nicol Foundation
Location: must live in the Ottawa area (work from home)
Date posted: June 18, 2026

The Wesley M Nicol Foundation is based on Ottawa. We manage donations to registered charities involved with the following causes: environmental sustainability and activism, charities supporting the disadvantaged segments of our society, the arts, and health.

We donate to charities working in the Ottawa area, as well as to charities working across the country.

Our foundation is committed to increasing or granting activities. This involves managing relationships with various charities, assisting the president, and scaling up our internal tracking and reporting.

Currently, we have no office, and no paid staff persons.

This is a part-time contact position. The successful candidate must live in the Ottawa area, and will work from home.

Please direct inquiries to: president@wmnf.ca

Position Summary

The Foundation Administrator / Operations Coordinator plays a central role in supporting the Wesley M. Nicol Foundation’s philanthropic activities. This position is responsible for financial tracking, donation administration, stakeholder coordination, and governance support, while ensuring compliance with regulatory and reporting requirements. The role reports to the President. This is a new position.

Key Responsibilities

Financial Administration & Donations

• Maintain and manage a comprehensive spreadsheet tracking all expenses and donations
• Schedule and administer multi-year donation commitments
• Implement ad hoc and one-time donations as required
• Coordinate with fund managers to transfer funds to the Foundation’s bank account
• Execute bank transfers and maintain accurate transaction records
• Manage the Foundation’s credit card (Visa) and related reporting

Accounting & Compliance

• Work with HWP (accounting firm) to maintain accurate bookkeeping
• Assist in preparation for and execution of the annual audit
• Liaise with the Foundation’s legal counsel to ensure accurate filings with Industry Canada and the CRA
• Collaborate with OCF (Ontario Community Foundation or relevant body) on donor-advised funds (DAFs) and anonymous donations

Records & Administration

• Manage and archive all correspondence and documentation
• Maintain organized records of financial, legal, and operational activities
• Provide general clerical and administrative support to the President and Board

Board & Governance Support

• Assist the President in preparing for Board meetings
• Attend Board meetings and record/track follow-ups as needed
• Support governance processes and documentation

Stakeholder Relations & Programs

• Maintain communications and relationships with partner charities
• Assis the President with correspondence and scheduling.
• Review and file charity performance reports
• Validate and document the performance and impact of supported organizations
• Assist Foundation members with their philanthropic activities

Strategic Support

• Support the President in researching and developing new donation opportunities and initiatives

Qualifications & Skills

Core Competencies

• Exceptional organizational skills, particularly in tracking, scheduling, and document management
• Strong written and verbal communication skills
• High level of professionalism and discretion

Technical & Functional Skills

• Experience with data and document management
• Proficiency in spreadsheets (e.g., Excel or equivalent)
• Ability to manage multiple priorities and deadlines

Personal Attributes

• Detail-oriented and reliable
• Proactive and able to work independently
• Strong interpersonal skills and ability to engage with diverse stakeholders

 

Apply

Please e-mail your resume and a brief covering letter to:
president@wmnf.ca
subject: Coordinator / administrator position

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