Project Executive Jobs in Waterloo, ON (NOW HIRING)

As the Senior Executive Administrator, you will serve as a trusted partner to Perimeter’s Executive Leadership Team, contributing to the advancement of organizational priorities and leadership operations. You’ll work within a collaborative team of administrative professionals supporting the Executive Director, Chief Operating Officer and Research Leadership Team. You’ll have clear primary assignments while maintaining the flexibility needed to support cross-functional initiatives and temporary coverage as required. You will cultivate strong, trusted relationships across internal and external stakeholders, proactively anticipate needs, and ensure alignment of activities with institutional objectives. This role is central to enabling executive effectiveness—bringing structure, foresight, and continuity to complex, fast-paced priorities while ensuring seamless coordination of day-to-day operations and key initiatives.

Beyond core administrative accountabilities, this position plays a critical role in supporting governance processes, advancing strategic projects, and reinforcing organizational excellence at the leadership level. A mature sense of judgment, political acuity, the ability to manage highly sensitive and confidential matters with discretion and professionalism are essential qualities of the Senior Executive Administrator.

Summary of Position Duties:

Executive Coordination and Governance

• Lead the planning and execution of high-level internal and external meetings, including agenda development, preparation of materials, stakeholder coordination, and follow-through on key decisions and action items.
• Provide comprehensive support to Executive Leadership, Board members and Board committees, contributing to effective governance and informed decision-making.
• Develop high-quality briefing materials and reports; track outcomes and ensure accountability for commitments.

Strategic and Operational Support

• Conduct research and synthesize insights to support executive decision-making and organizational initiatives, while tracking decisions to ensure consistency in future actions.
• Draft, review, and manage executive correspondence, ensuring clarity, timeliness, and alignment with institutional voice and priorities.
• Act as a point of contact for the Executive Office, ensuring clear and seamless communication across the institute and within the team.
• Support faculty processes and committees by optimizing use of faculty and leadership time, tracking decisions, following up on actions, preparing clear and timely documentation, and ensuring follow-through between faculty, committees and Executive Leadership.
• Coordinate and support cross-functional initiatives led by Executive Leadership, ensuring milestones are met and stakeholders remain aligned.

Executive Leadership Support and Coordination

• Strategically manage executive calendars and email to optimize time allocation, align priorities, and preserve flexibility for urgent and emerging needs.
• Manage end-to-end travel arrangements, including logistics, reservations, and detailed itineraries.

Team and Organizational Contribution

• Operate as part of a pooled Executive Administration team, providing flexible, collaborative support across multiple executives and portfolios based on priority and workload.
• Provide backup coverage for colleagues, ensuring continuity of service and a consistently high standard of executive support.
• Contribute to the enhancement and continuous improvement of administrative processes, tools, and best practices within an academic and research environment.
• Undertake additional responsibilities as required, demonstrating adaptability and responsiveness to evolving organizational needs.

Summary of Required Qualifications

• Post-secondary education in Business Administration (or a related field), or equivalent related work experience
• 8+ years of experience providing senior-level administrative support to executive leadership teams with experience in an academic setting being a strong advantage
• Strong knowledge of executive-level administrative support best practices
• Demonstrated ability to anticipate executive leadership needs and act proactively
• Strong problem-solving and judgment skills, with exceptional attention to detail
• Exceptional interpersonal skills and a service-oriented approach
• Excellent written and verbal communication skills
• Proficiency with the Microsoft 365 suite of programs
• Proven ability to manage confidential information, coordinate complex schedules, and work independently with sound judgment
• Ability to work under pressure, manage multiple priorities, and adapt quickly to change
• Ability to exercise tact, diplomacy, and professionalism while maintaining discretion
• Additional hours beyond the standard work week may be required

Please submit your resume and expression of interest by June 24, 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.

Location Waterloo, ON

Work Arrangement In Office

Hours Per Week 37.5

Employment Term Full Time

Position Start Date July 1, 2026

Vacancy One (1) existing position

The starting salary range for this position is $87,000 to $97,000, with opportunities for advancement and growth within the full base salary range as you progress in your role. Exceptional candidates may be hired above the starting range. 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.

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

Here’s how we do it:

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.