Job Description

Reporting to the VP Finance

Responsibilities:

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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:

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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 a highly intuitive, visually-focused platform. The result? JSI's customers spend less time working with data and more time seeing patterns, understanding trends, and gaining perspective (and making the world a safer place).



With over 400 employees and a strong, growing global presence in Canada, the U.S., Australia, and Germany, JSI is not only the dominant player in its industry, it is also known for its fun, high-performing, purpose-driven corporate culture.



In accordance with the Accessibility for Ontarians with Disabilities Act (AODA), JSI will provide accommodation-accessible formats, and communication supports for the interview process upon request.