Philanthropy Coordinator

This is a Full Time Job

We are currently hiring for the position of:

COORDINATOR, PHILANTHROPY

The Coordinator, Philanthropy is a key team member responsible for supporting the execution of TIFF’s fundraising, donor stewardship, and engagement activity. Reporting to the Senior Manager, Philanthropy, this role leads project coordination efforts for the Philanthropy team, ensuring timely, accurate, and high-quality execution across multiple internal and external stakeholders. The Coordinator supports a broad range of activity including donor stewardship, fundraising operations, event coordination, reporting, and administrative systems, and plays an important role in helping the team operate with rigor, clarity, and strong follow-through.

Working closely with colleagues across Advancement Operations, Finance, Corporate Partnerships, Marketing, Event Production, Programming, Loyalty, and other internal teams, the successful candidate will bring excellent organizational and writing skills, exceptional attention to detail, resilience, sound judgment, and a strong service orientation. This role is ideal for someone who is energized by supporting growth, strengthening systems and processes, and helping a high-performing team deliver excellent donor experiences and strong fundraising outcomes.

RESPONSIBILITIES

Shall include but not be limited to:

Project Coordination:
Lead project coordination efforts for the Philanthropy team, creating and maintaining tracking systems for timelines, deliverables, and key priorities. Set up and update full-year calendar deliverables, ensuring alignment with team goals and organizational initiatives. Act as the primary organizer for weekly team meetings, including agenda development, calendar coordination, meeting notes, and follow-up tracking. Track Senior Management Team meetings, conduct background research, and assign or coordinate next steps as required. Draft, update, and maintain internal Standard Operating Procedures and support internal transitions, terminology updates, and workflow improvements across systems and processes.

Donor Stewardship and Fundraising Support:
Support the execution of stewardship activity across the Philanthropy portfolio, including drafting and sending gift acknowledgements, stewardship communications, and other donor touchpoints. Work closely with Advancement Operations and internal stakeholders to ensure accurate donor recognition across digital and print materials and to support accurate external reporting on TIFF’s programs and impact. Draft stewardship templates, impact updates, and donor-facing materials. Provide high-level concierge service to supporters and support stewardship of TIFF’s VIP members and donors. Conduct prospect research, help build prospect profiles and briefing materials, maintain moves management systems, and support the coordination of senior staff and volunteer outreach. Organize and maintain inventories of recognition and naming opportunities and promote TIFF’s identity as a charity by helping connect supporters to meaningful opportunities for investment in TIFF’s mission and impact.

Event and Campaign Support:
Act as a project planning lead for philanthropy events and donor experiences, developing critical paths and ensuring all deliverables are met. Support the planning and execution of key fundraising and stewardship events, including the TIFF Tribute Awards, Beyond the Red Carpet Series, and other donor events, in collaboration with the Senior Manager and Senior Director, Philanthropy, and internal stakeholders. Responsibilities include guest tracking, RSVP coordination, stakeholder communications, general inquiry management, invoicing and payment follow-up, and on-site event support. Support the production and roll-out of campaigns, proposals, annual and impact reports, endowment reporting, and other philanthropic materials as required.

ADDITIONAL DUTIES
• Support the Senior Manager, Philanthropy, Senior Director, Philanthropy, the Chief Business & Marketing Officer, other members of the Senior Management Team, and senior volunteers on a high-volume, comprehensive fundraising outreach process, including donor calls, meetings, proposal development, contract development, and strategic follow-up.
• Maintain a thorough and accurate understanding of TIFF’s strategic objectives, programs, benefits, and funding priorities in order to support effective donor stewardship and fundraising coordination.
• Collaborate with colleagues across departments to support creative funding opportunities, donor engagement strategies, and cross-functional execution.
• Provide key support in the development, implementation, and roll-out of new campaigns and other priority fundraising initiatives, as appropriate.
• Articulate the value of supporting the goals and mission of TIFF, as well as priority programs including Festival, Next Wave, talent development, year-round programming, education, and other strategic initiatives.
• Work closely with Philanthropy Department colleagues regarding fundraising initiatives and opportunities in executing stewardship and donor engagement activities.
• Continuously monitor the status of active projects, asks, and deliverables, identify risks or blockers early, and help maintain momentum on key team priorities.
• Support the planning and execution of fundraising events and donor experiences, including TIFF Tribute Awards, Beyond the Red Carpet, and Festival-based donor activity, where appropriate.
• Attend and work at the annual Festival (September each year) and events throughout the year at TIFF Lightbox.

ADMINISTRATIVE DUTIES
• Maintain data integrity across the Philanthropy portfolio, including entering and updating donor records, contact reports, opportunities, and other activity in Raiser’s Edge according to established protocols.
• Collect and gather data for reports and inquiries and maintain stewardship, event, prospect, and project tracking.
• Support accurate and timely revenue reporting, proposal tracking, stewardship schedules, and pipeline monitoring.
• Respond to phone calls and emails from donors received through the TIFF website or through other departments, providing high-level customer service.
• Work with the Advancement Operations Team and Finance team to support gift and pledge coding, tracking, invoicing, financial reporting, and forecasting.
• Coordinate departmental administrative processes including invoice and purchase order support, shared email management, and communication workflows.
• Ensure that all relevant SOPs are followed and kept up to date.