Executive Assistant

Job description

Join Kainos and Shape the Future At Kainos, we’re problem solvers, innovators, and collaborators - driven by a shared mission to create real impact. Whether we’re transforming digital services for millions, delivering cutting-edge Workday solutions, or pushing the boundaries of technology, we do it together. We believe in a people-first culture , where your ideas are valued, your growth is supported, and your contributions truly make a difference. Here, you’ll be part of a diverse, ambitious team that celebrates creativity and collaboration. Ready to make your mark? Join us and be part of something bigger. As an Executive Assistant at Kainos in the Workday Services Business Unit, you will be responsible for providing high-quality administrative services and processes that support the Executives and Business Unit Leadership Teams. This role requires delivering exceptional work in a timely manner , adhering to company policies and process guidelines with minimal supervision. You will be part of a team dedicated to effectively supporting the core business. Key Responsibilities Diary Management : Efficiently manage diaries across multiple time zones, coordinating with both internal and external stakeholders to ensure seamless scheduling, and supporting leaders by identifying and flagging time-sensitive queries that may impact priorities and scheduling. Meeting Coordination : Organise and facilitate meetings by preparing and distributing agendas, creating slide decks, capturing notes/minutes where required, and documenting decisions and action items for follow-up. Presentations & Documents : Create, format and quality-check presentations and reports to a high standard, ensuring materials are accurate , consistent and ready for leadership audiences. Travel Arrangements : Arrange comprehensive travel plans, including booking flights, accommodations, and transportation. Expenses Support : Support leaders with expense reconciliation and timely processing of claims, following required processes and deadlines. Event Hosting : Host and support Microsoft Teams Town Hall webinars, ensuring smooth execution and effective communication. Event Coordination : Plan and coordinate events on behalf of leaders, overseeing all logistics , managing communications, and collaborating with suppliers and internal teams to ensure successful outcomes. Stakeholder & Team Collaboration : Liaise with other assistants (internal and external) and build effective working relationships across the business to support leaders and ensure a consistent, joined-up service. Continuous Improvement : Identify and communicate opportunities to improve ways of working, processes and approaches. Ad hoc support : Provide flexible support aligned to business needs and leader priorities. Local relations management : Actively working with the local leadership in Toronto office to proactively enhance the working environment and promote cultural engagement. Minimum (Essential) Requirements Policy Adherence : Ability to carry out responsibilities in accordance with company policies, procedures, and processes. Experience : Minimum of 2 years' experience as an Executive Assistant, demonstrating an approachable, mature, and collaborative style. Experience working with C-suite and Board members. Efficiency and Decision-Making: Ability to work efficiently, make sensible decisions under pressure, and prioritise workload in a fast-paced environment with multiple stakeholders. Commercial Awareness: Demonstrate commercial awareness and understanding of project and business dynamics. Time Management: Effective personal time management and planning skills to deliver high accuracy and attention to detail within tight timeframes . Independence : A self-starter who can work independently with minimal supervision. Communication Skills : Effective verbal and written communication skills with both staff and external stakeholders. including the ability to escalate and communicate issues effectively. Confidentiality & Discretion : Appreciation of the confidential nature of the Executive Assistant role and ability to handle sensitive information appropriately. Team Collaboration : Proven ability to work effectively within a multi-disciplined team, including taking direction and collaborating with others. Technical Proficiency : Experience with Office 365 Suite (Outlook, PowerPoint, Excel, Word, Teams). Desirable Additional Software Experience: Experience working with Workday and SharePoint Embracing our differences At Kainos, we believe in the power of diversity, equity and inclusion. We are committed to building a team that is as diverse as the world we live in, where everyone is valued, respected, and given an equal chance to thrive. We actively seek out talented people from all backgrounds, regardless of age, race, ethnicity, gender, sexual orientation, religion, disability, or any other characteristic that makes them who they are. We also believe every candidate deserves a level playing field. Our friendly talent acquisition team is here to support you every step of the way, so if you require any accommodations or adjustments, we encourage you to reach out. We understand that everyone's journey is different, and by having a private conversation we can ensure that our recruitment process is tailored to your needs.