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Office & Event Coordinator

Ottawa, ON

Posted: 09/30/2025 Employment Type: Full-Time Specialization: Administrative Job Number: 33817

Job Description

Position Title: Office & Event Coordinator
Location: Ottawa, ON
Work Model: Onsite
Additional Notes:
Our client, an established and innovative tech company in Kanata, is seeking an Office & Event Coordinator to support the smooth operation of their office and drive impactful corporate events. Reporting to the VP Finance, this role blends office administration, executive support, and event management to ensure a professional, efficient, and welcoming environment for employees, executives, and visitors.

Key Responsibilities
  • Manage reception and office services including guest sign-in, office supplies, catering, and contractor coordination.
  • Provide backup support to security processes such as routine clearances and police checks.
  • Partner with executive and legal teams to schedule meetings, organize offsites, and manage critical documentation.
  • Plan and execute on-site visits, customer meetings, internal events, industry conferences, and tradeshows, overseeing logistics such as travel, venues, vendors, materials, and budgets.
  • Support HR, Marketing, and leadership by driving internal communications through town halls, employee meetings, and visual messaging.
  • Ensure alignment and professionalism across all internal and external interactions.

Qualifications
  • 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 (experience in a legal office setting is an asset).
  • Proven expertise in executive assistance, including calendar management, travel coordination, meeting preparation, and document drafting.
  • Experience supporting legal functions with strong knowledge of document management, confidentiality protocols, and handling sensitive information.
  • Skilled in reception and front-office duties, demonstrating professionalism in client interactions, call management, and scheduling.
  • Track record of planning and executing corporate events, customer visits, and trade shows with strong vendor and logistics management skills.
  • Proficiency with Microsoft Office Suite, database systems, and virtual meeting platforms; experience with project management or event planning tools is an asset.
  • Comfort with budgeting, expense tracking, and report preparation.

Eligibility to obtain and maintain up to a Top-Secret security clearance is mandatory.

What will make you stand out:
  • Prior experience coordinating large-scale corporate events, tradeshows, or executive-level meetings with measurable success.
  • Strong background in legal administration or document management, with proven ability to handle sensitive and confidential information.
  • Advanced technical proficiency, including expertise with project management or event planning tools, and the ability to streamline processes using technology.
  • Demonstrated ability to build strong relationships across all levels of the organization and with external stakeholders, showcasing professionalism, cultural awareness, and customer service excellence.

Interested candidates are encouraged to reach out to Michaela at mbranker@recruitinginmotion.ca

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