Executive Assistant

Kainos•Toronto, ON

About The Position

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.

Requirements

Ability to carry out responsibilities in accordance with company policies, procedures, and processes.
Minimum of 2 years' experience as an Executive Assistant, demonstrating an approachable, mature, and collaborative style. Experience working with C-suite and Board members.
Ability to work efficiently, make sensible decisions under pressure, and prioritise workload in a fast-paced environment with multiple stakeholders.
Demonstrate commercial awareness and understanding of project and business dynamics.
Effective personal time management and planning skills to deliver high accuracy and attention to detail within tight timeframes.
A self-starter who can work independently with minimal supervision.
Effective verbal and written communication skills with both staff and external stakeholders. including the ability to escalate and communicate issues effectively.
Appreciation of the confidential nature of the Executive Assistant role and ability to handle sensitive information appropriately.
Proven ability to work effectively within a multi-disciplined team, including taking direction and collaborating with others.
Experience with Office 365 Suite (Outlook, PowerPoint, Excel, Word, Teams).

Nice To Haves

Experience working with Workday and SharePoint

Responsibilities

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.
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.
Create, format and quality-check presentations and reports to a high standard, ensuring materials are accurate, consistent and ready for leadership audiences.
Arrange comprehensive travel plans, including booking flights, accommodations, and transportation.
Support leaders with expense reconciliation and timely processing of claims, following required processes and deadlines.
Host and support Microsoft Teams Town Hall webinars, ensuring smooth execution and effective communication.
Plan and coordinate events on behalf of leaders, overseeing all logistics, managing communications, and collaborating with suppliers and internal teams to ensure successful outcomes.
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.
Identify and communicate opportunities to improve ways of working, processes and approaches.
Provide flexible support aligned to business needs and leader priorities.
Actively working with the local leadership in Toronto office to proactively enhance the working environment and promote cultural engagement.