Gift Processing Assistant Jobs in Ontario (NOW HIRING)

The Institute has recently marked its 25th anniversary and is now looking ahead to its next chapter. At this exciting moment, we are expanding our Advancement team to help build the programs that will support new breakthroughs in theoretical physics.

We are seeking a Coordinator, Advancement to contribute to this next phase of growth and play a key role in advancing the Institute’s mission.

Perimeter’s Coordinator, Advancement provides high-level administrative, operational, and coordination support to the Chief Advancement Officer (CAO) and the broader advancement team. This role ensures the smooth execution of fundraising activities and events through strong organization, communication, and data management.

The Coordinator also supports the Head, Strategic Philanthropy and collaborates across key functions including gift processing, reporting, and board engagement.

Reporting to the Associate Director, Donor Relations and Operations the Coordinator, Advancement is an integral member of the Advancement team supporting its overall fundraising and engagement goals.

What You Will Do:

Executive & Administrative Support

• Manage calendars, scheduling, and meeting logistics for the CAO, including meetings with donors, volunteers, board members, committees, and internal stakeholders

• Coordinate complex priorities, travel arrangements, expense reports, and related administrative documentation

• Prepare, edit, format, and distribute correspondence, briefing materials, presentations, reports, proposals, and meeting documents accurately and on schedule

Donor, Fundraising & CRM Coordination

• Maintain accurate donor, prospect, call report, pipeline, and event information in the CRM to support fundraising activity and reporting consistency

• Support gift processing workflows in collaboration with Advancement operations staff and ensure donor records are complete, current, and reliable

• Assist with donor coordination, proposal development, stewardship activities, digital donor engagement materials, and follow-up tracking

• Support advancement events by managing invitations, guest lists, reminders, and appropriate CRM data capture

Reporting, Planning & Data Integrity

• Gather and organize information for leadership reports, including fundraising results, pipeline updates, financial summaries, and other Advancement materials

• Use CRM tools to provide timely fundraising insights, maintain data quality, and strengthen stewardship tracking

• Help ensure fundraising and philanthropy data practices align with Canadian privacy and data management requirements

Other Duties as Needed

• Support the Advancement team by responding to requests, anticipating needs, reducing bottlenecks, and coordinating day-to-day office activities

• Coordinate team meetings, retreats, internal communications, and cross-functional collaboration with operations and Advancement staff

• Provide backup support during absences or peak workload periods and help maintain continuity across team priorities

• Maintain current knowledge of fundraising and philanthropy developments in Canada, as well as Perimeter’s programs, research, leadership, and priorities

What You Bring:

• Post-secondary education in a relevant field, or an equivalent combination of education, training, and experience

• A minimum of two (2) years of administrative or coordination experience, preferably in advancement, fundraising, philanthropy, or a related environment

• Experience supporting senior leaders and helping coordinate efficient, well-organized administrative processes

• Strong attention to detail, organization, and ability to manage multiple priorities in a changing environment

• Familiarity with CRM systems, such as Raiser’s Edge, Salesforce, or similar platforms

• Clear and effective written and verbal communication skills

• Ability to build positive working relationships with colleagues, partners, and stakeholders

• A proactive, adaptable approach and openness to learning new tools, processes, and ways of working

• Ability to organize time effectively, prioritize tasks, and follow through on commitments

• Good judgment and discretion when working with confidential or sensitive information

The starting salary range for this position is $54,625 to $57,500, with opportunities for advancement and growth within the full base salary range as you progress in your role. Salary will increase over time based on performance, experience, and contributions to the organization. Perimeter’s compensation approach is designed to promote fairness and transparency, ensuring alignment with internal equity and external market benchmarks.

Location: Waterloo, ON

Work Arrangement: hybrid work options available, in alignment with operational needs.

Hours Per Week: 37.5

Employment Term: Full Time

Position Start Date: September 1, 2026

Position Reports To: Associate Director, Donor Relations and Operations

Number of Vacancies: 1

Please submit your resume and expression of interest by July 27, 2026 in order to ensure full consideration of your application. The posting will remain live until the position is filled. We appreciate your interest in supporting Perimeter Institute’s mission. While we thank all applicants, only select individuals will be contacted.

We are committed to creating an exceptional workplace where innovation, growth, and well-being thrive.

Here’s how we do it:

Flexible, Hybrid Work Environment: We offer the flexibility you need to balance work and life, with options for hybrid arrangements.

Comprehensive Health and Dental Benefits: Your well-being matters to us. We provide extended health benefits that support you and your family in maintaining a healthy and balanced life.

Employer-Matched Pension Plan: We invest in your future by offering an employer-matched pension plan, ensuring financial security for the years to come.

Generous Time-Off Policy: We provide ample vacation, personal time, and other leave options so you can recharge and focus on what matters most.

Personal and Professional Development: We support your growth with dedicated funding for training, certifications, and professional development tailored to your goals.

Dynamic, One-of-a-Kind Facility: Work in a cutting-edge facility unique to Canada, designed to produce scientific breakthroughs by fostering collaboration, creativity, and a vibrant workplace culture.

If you're looking for a place where your contributions are valued, your development is supported, and your work environment inspires you, Perimeter is the place for you.

Perimeter Institute is committed to diversity within its community and especially welcomes applications from racialized persons, women, Indigenous/Aboriginal People of North America, persons with disabilities, LGBTQ2S+ persons, and others who may contribute to the further diversification of ideas.

Perimeter Institute provides support throughout the application process for applicants with disabilities. We work with you to understand the impact of your disability to appropriately accommodate you during the application/interview process. Please contact accessibility@perimeterinstitute.ca for assistance.