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 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.