Office and Events Coordinator

JSI; Ottawa; On-site; CAD 45,000 - 60,000; Full time

Job summary

A leading Ontario-based company is seeking an Executive Coordinator to provide administrative support to the executive team, coordinate events, and manage internal communications. The ideal candidate has 3-5 years of experience in office administration and a strong background in event coordination. Proficiency in MS Office is essential. This role requires on-site presence at the Kanata, Ontario office.

Qualifications

• 3-5 years of experience in office administration or event coordination.
• Proven ability to provide professional executive assistance.
• Demonstrated success in planning corporate events.

Responsibilities

• Coordinate reception duties and internal communications.
• Support executive team with meeting and document management.
• Manage logistics for events and customer visits.

Skills

Reception and security coordination

Event coordination

Executive support

Vendor management

Communication skills

Education

Post-secondary education in business administration or related field

Tools

MS Office Suite

Project management tools

Job description

Posting Details

Job Details

Description

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