Human Resources Executive Assistant

Karis Disability Services; Waterloo; On-site; CAD 30,000 - 60,000; Full time

Job summary

A leading organization is seeking a dedicated Human Resources Executive Assistant for a full-time, permanent position in Waterloo. In this role, you will provide administrative support to the VP of Human Resources and coordinate engagement activities to enhance employee interaction. The ideal candidate will have a diploma in a related field, significant administrative experience, and a commitment to making a positive impact in the community.

Benefits

Comprehensive Benefits Package

3 Weeks of Vacation

Tuition Reimbursement

Employee and Family Assistance Plan

Qualifications

• Minimum 3 years previous experience in a managerial or administrative role.
• Proficiency in Microsoft Office Suite and databases.
• Strong organizational, time management, and interpersonal skills.

Responsibilities

• Coordinate meetings and manage the VP of HR’s schedule.
• Prepare meeting agendas and minutes for various committees.
• Support HR initiatives and manage employee engagement processes.

Skills

Communication

Organizational Skills

Problem Solving

Strategic Thinking

Education

College Diploma in Business Administration or Human Resources

Tools

Microsoft Office Suite

Job description

At Karis Disability Services what you do matters. Since 1965, our team has come alongside people with developmental disabilities, and their families, to celebrate each person’s unique gifts as we promote communities where everybody belongs. Driven by our values which are firmly rooted in the Christian faith, together we serve more than 2,000 people each year across Ontario and Saskatchewan, supporting them wholistically - body, mind, soul and spirit. Believing each person is made in the image of God, we welcome everybody to find the personalized supports they need to thrive. Beyond Canada, our global work impacts over 300,000 people across 60 communities in six countries. Learn more about Karis Disability Services at www.karis.org.

This role is ideal for someone who thrives in a dynamic environment, enjoys problem-solving, and is committed to making a meaningful impact through operational excellence and community collaboration. If you are looking for a role where your administrative expertise, organizational skills and strategic thinking can help to drive human resource excellence we invite you to apply.

Full-Time, Permanent

Human Resources Executive Assistant

40 Hours per week

Waterloo, Ontario

The Human Resources Executive Assistant is responsible for the coordination of varied and complex administrative functions related primarily to providing administrative and research support to the VP of Human Resources and Karis Disability Services Employee Engagement and Representation Teams. This position coordinates and assists the VP of HR with administrative, organizational and networking support.

Key Responsibilities

Administrative Support to Vice President of Human Resources

• Ensure effective time management of the VP of HR’s time through scheduling, planning, and resolving concerns without involving the VP HR.
• Coordinate meetings, both internal and external; arranges meeting sites and catering as required; coordinate conference calls and web-based meetings
• Research, summarize, organize, and make recommendations about communication/data/and information for the VP of HR.
• Prepare agendas, meeting packages and meetings minutes for committees and working groups as assigned.
• Generate, edit and present reports as required, which may require collaborative efforts with specialists throughout the organization.
• Research and report on Human Resources items such as growth, new initiatives, legislative compliances, strategic plan progress, and risk management issues, etc. for purpose of reporting to Senior Leadership Team, and Board of Director meetings.
• Provide vacation coverage and back up for other Executive Assistants
  
  

Employee Engagement Support (Ontario and Saskatchewan)

• Coordinate all meeting logistics, agenda items, supporting documentation, minutes and record keeping for Direct Services Engagement Table, District Leadership Support, and Quarterly Waterloo Office meetings.
• Maintain and follow up on action items and recommendation and coordinate with others to ensure deadlines are met.
• Support Employee Engagement Representatives in small working groups.
• Plan for, oversee and coordinate elections and term lists for District Leadership Support.
• Manage Employee Engagement and Representation website updates and edits on CH Connect.
• Write, edit and distribute Key Messages with Chair of Direct Services Engagement Table, and District Leadership Support.
  
  

Human Resources Leadership Support

• Coordinate all meeting logistics, agenda items, supporting documentation, minutes and record keeping for Human Resources Leadership meetings and working groups.
• Support the VP of HR with feedback and ideas on topics that influence the activities of the Human Resources Management, Recruitment and Retention, Payroll and Human Resources Systems Team, and Workplace Learning departments through event planning, developing presentations and organizing meeting details.
• Draft memos, reports, presentations, articles and messages on behalf of the HR Leadership Team.
• Support Director of Recruitment and Retention in coordination of Position Evaluation Committee including meeting logistics, minutes, agenda and documentation planning, questionnaire distribution, schedules and reminders.
• Manage and promote the Employee Recognition and Milestone Program including planning the Waterloo Office annual Milestone Celebration
  
  

Qualifications

• College Diploma in related field (e.g. Business Administration, Human Resources)
• Minimum 3 years previous experience in a managerial or administrative role
• Proficiency in Microsoft Office Suite (including Teams), databases and email/internet
• Advanced written and verbal communication skills
• Specialized analytical, research, report writing and presentation skills
• Strong organizational, time management, problem solving and interpersonal skills
• Understanding of the developmental services field and relevant legislation/licensing requirements
  
  

Why Should You Apply?

• Live out our shared values, help others, and find purpose in your work every day.
• Receive competitive wages.
• Find support through a comprehensive Benefits package including an Employee and Family Assistance Plan and 3 weeks of vacation.
• Grow your leadership with mentorship, training, career development, and tuition reimbursement.
  
  

Application Deadline: June 25, 2025

Apply with a cover letter and résumé by June 25, 2025 to the attention of the Vice President, Human Resources via the Apply Now feature.

Start Date: July 2025

Hourly Range: $34.00 - $38.37

Karis Disability Services seeks to hire a workforce that represents the diversity of the communities where we serve. We are committed to promoting communities of belonging where Black, Indigenous, and People of Colour feel valued, respected, represented, and heard. We encourage applications from qualified candidates from members of groups with historical or current barriers to equity. We seek to provide accessibility through all stages of the hiring process for all applicants with disabilities, consistent with our Accessibility Policies and the AODA. Please let us know if you require accommodation, and we will work with you to meet your accessibility needs.