Office and Events Coordinator

Reporting to the VP Finance

**Responsibilities**:
**Reception and Security Coordination**
- Reception duties inclusive of general office support:

- guest welcome and sign-in,
- office supply and snack management/ ordering,
- internal catering
- Assist with coordination of employee events
- Work with facilities for coordination of on-site contactors
- Provide support and backup to Alternate Security Officer, inclusive of reviewing and preparing routine security clearances and police checks

**Executive and Legal Administration**
- Support the executive team in the coordination of meetings/ offsite
- Meeting coordination, scheduling, room bookings, etc.
- Offsite scheduling, coordination, booking
- Support the executive and legal teams in document management
- Maintain document repository for all executive and board briefings
- Assist with legal documentation review, processing and archiving

**Visitor and Event Coordination**
Working with the Marketing and Sales organizations
- Ensure the professional execution of on-site visits
- Ensuring onsite customer and partner meetings are executed in a professional manner
- Onsite logistics (rooms, meals, marketing material etc.) are coordinated in compliance with customer security requirements and cultural sensitivity.
- Assist with travel coordination and event planning for customer, partner and internal events, inclusive of transportation, meals, entertainment,
- Assist with on-site training classes, inclusive of room setup, meals, materials, certificates
- Assist with the professional execution of both industry conferences and tradeshows as well as JSI User conferences.
- Support the planning and execution of JSI-hosted conferences and industry tradeshows.
- Coordinate all event logistics, including venue arrangements, vendor management, booth materials, and branded giveaways.
- Manage timelines, budgets, and communications to ensure events run smoothly and align with corporate objectives.
- Arrange staff travel and accommodation, and act as the primary contact for all event stakeholders.

**Internal Communications**
- Plan, schedule, and coordinate employee town halls, all-staff meetings, and executive Q&A sessions.
- Partner with leadership, HR and Marketing to develop and maintain an internal communication calendar.
- Work with Marketing to coordinate and distribute visual communications (e.g., posters, infographics, slides) to support organizational messages.
- Support change management communication efforts during organizational transitions or strategic initiatives.

***Qualifications**:
Education & Experience
- Post-secondary education in business administration, office management, event management, or a related field.
- 3-5 years of experience in office administration, event coordination, or executive support; legal office experience an asset.

Administrative & Executive Support
- Proven ability to provide professional executive assistance, including calendar management, travel arrangements, meeting preparation, and document drafting.
- Experience supporting legal functions, with knowledge of document formatting, filing, confidentiality protocols, and handling sensitive information.
- Skilled at managing reception duties such as greeting clients, managing calls, scheduling, and handling inquiries with professionalism.

Event & Customer Coordination
- Demonstrated success in planning, organizing, and executing corporate events, customer visits, and trade shows.
- Strong vendor and supplier management skills, including negotiation, scheduling, logistics, and on-site coordination.
- Ability to represent the company professionally with customers, partners, and external stakeholders.

Technical Skills
- Proficiency with MS Office Suite (Word, Excel, PowerPoint, Outlook), database systems, and virtual meeting platforms.
- Experience with project management and event planning tools an asset
- Comfort with basic budgeting, expense tracking, and report preparation.

Core Competencies
- Excellent organizational skills with the ability to prioritize, multitask, and meet deadlines in a fast-paced environment.
- Exceptional communication and interpersonal skills for interaction with executives, staff, customers, and external partners.
- Detail-oriented, proactive, and adaptable, with a customer-service mindset.
- Ability to handle confidential information with discretion and maintain professionalism at all times.
- Must be eligible to obtain and maintain up to a Top-Secret security clearance.

This position requires on-site presence at our Kanata, Ontario office

**About JSI**

JSI is built on purpose, that of making a difference in the world.

Founded in 1979, this privately-owned technology company is the North American leader in designing and developing acquisition, collection and analysis solutions for law enforcement and intelligence communities.

With 4Sight - JSI’s single, unified, product suite - customers can combine any number of disparate data sources into