Executive Assistant

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