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.
Overview
As an Executive Assistant (Associate) atKainosin the Workday ProductsBusiness Unit, you willbe responsible forproviding high-quality administrative services and processes that supportthe Executives and Business Unit Leadership Teams. This role requires delivering exceptional workin a timely manner, adhering to company policies and process guidelines withminimalsupervision. You will be part of a team dedicated to effectively supporting the core business.
Key Responsibilities
1. Diary Management: Efficiently manage diaries across multiple time zones, coordinating with both internal and external stakeholders to ensure seamless scheduling, and supporting leaders byidentifyingand flagging time-sensitive queries that mayimpactpriorities and scheduling.
2. Meeting Coordination:Organiseandfacilitatemeetings by preparing and distributing agendas, creating slide decks, capturing notes/minutes where required, and documenting decisions and action items for follow-up.
3. Presentations & Documents: Create, format and quality-check presentations and reports to a high standard, ensuring materials areaccurate,consistentand ready for leadership audiences.
4. Travel Arrangements: Arrange comprehensive travel plans, including booking flights,accommodations, and transportation.
5. Expenses Support: Support leaders with expense reconciliation andtimelyprocessing of claims, following required processes and deadlines.
6. Event Hosting: Host and support Microsoft Teams Town Hall webinars, ensuring smooth execution and effective communication.
7. Event Coordination: Plan and coordinate events on behalf of leaders, overseeing alllogistics, managing communications, and collaborating with suppliers and internal teams to ensure successful outcomes.
8. 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.
9. Continuous Improvement:Identifyand communicate opportunities to improve ways of working,processesand approaches.
10. Ad hoc support: Provide flexible support aligned to business needs andleaderpriorities.
Minimum (Essential) Requirements
11. Policy Adherence: Ability to carry out responsibilitiesin accordance withcompany policies, procedures, and processes.
12. Experience: Minimum of 2 years' experience as an Executive Assistant,demonstratingan approachable, mature, and collaborative style. Experience working with C-suite and Board members.
13. Efficiency and Decision-Making:Ability to work efficiently, make sensible decisions under pressure, andprioritiseworkload in a fast-paced environment with multiple stakeholders.
14. Commercial Awareness:Demonstratecommercial awareness and understanding of project and business dynamics.
15. Time Management:Effective personal time management and planning skills to deliver high accuracy and attention to detail within tighttimeframes.
16. Independence: A self-starter who can work independently with minimal supervision.
17. Communication Skills:Effective verbal and written communication skills with both staff and external stakeholders. including the ability to escalate and communicate issues effectively.
18. Confidentiality & Discretion: Appreciation of the confidential nature of the Executive Assistant role and ability to handle sensitive information appropriately.
19. Team Collaboration: Proven ability to work effectively within a multi-disciplined team, including takingdirectionand collaborating with others.
20. Technical Proficiency: Experience with Office 365 Suite (Outlook, PowerPoint, Excel, Word, Teams).
Desirable
21. 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.