Executive Assistant

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The ideal candidate will work closely with 3 Vice Presidents  to assist with managing expense reports, travel arrangements (domestic and international) as well as calendar management. Ideal candidate is one who strives for excellence, has a cooperative spirit, is compassionate and enjoys working in a fast paced environment where getting things done is a high priority. Incumbent will perform a variety of duties and task for Vice Presidents of business unit and may be directed to prepare or handle additional administrative tasks as needed.

Executive Assistant Tasks

An Executive Assistant role is difficult to define as each Leader has different levels of autonomy, and some people are assisted virtually. Below is an (non-exhaustive) overview of some tasks that all Wipro Executive Assistants should be able to undertake, depending on the number of executives supported.

Calendaring

• Ensure you have full editing access to your Manager(s) Outlook calendar(s)
• Accept/Decline invitations and propose new dates or potential solutions (proxy, meeting minutes, etc) when there is a clash
• Check participant acceptances - advise if someone is unavailable to see if a reschedule is necessary
• Be aware of meeting cancellations and anticipate rescheduling
• Understand Global Time Zones and Wipro locations for efficient management scheduling
• Prioritize calendar requests from Chairman, CEO, CFO and other WEB members based on the criticality of a meeting.
• As a general rule, customer meetings remain the ultimate priority
• It is possible to reschedule an internal meeting with multiple participants!
• Be responsible for the choice of meeting venue, catering, IT material for meetings
• Be proactive to anticipate prep material ahead of a meeting
• Follow-up post the meeting with regards to thank you notes, next meetings to schedule as required
• Optional : Create pie-charts to show how Manager’s time is spent
• Optional: Learn to use MS Tasks for effective follow up on actionables and deliverables
• Maintains schedule and supports the Vice Presidents by scheduling meetings, conferences, teleconferences, video conferences and travel
• Prepares and maintains a variety of documents including business correspondences, org charts and presentations
• Prepares and processes reimbursements, reconciling travel expenses and reimbursements

Travel / Visa

• Book travel taking into consideration meeting constraints, prices ...
• Anticipate visa needs for international travel and potential passport renewals as necessary
• Optional : Keep a tracker with renewal dates
  Be proactive with suggestions of customers or teams to be met in alignment with a trip or stop over location for a trip

Expenses

• Raise expense claims in a timely manner
  Remind Manager to give receipts after each trip or event o Highlight any claims that are out of policy
• Follow-up to check expense claims are reimbursed, or require additional justifications

Contacts

• Ensure you have full editing rights to your Manager(s) Outlook contacts
• Have a Wipro Go-To list (EAs, HR, IT ...) to help resolve potential issues
• Determine a back-up EA for days when on vacation or absent from the office - the person should be approved by the Exec supported and calendar access should be granted.
• Optional : create good relationships with customer admins to help with scheduling
• Add relevant contact info into Outlook
• Track customer meeting with key information (meeting date, participants, location) along with full contact information.
• Optional : manage a customer database of meetings
• Optional : find out team birthday dates and dietary requirements

MyWipro

• Approve expenses/travel etc requests via MyWipro
• Flag any potential approvals that are out of policy
• Book vacation
• Optional : Track vacation taken by the team

Ariba

• Be able to create a new supplier in the system
• Be able to raise a PO and follow up to ensure payment is made

Optional : Feedback

• Share the word on the ground after a Town Hall - well received, criticism
• Stay close to the team to provide feedback as appropriate (business milestones, new baby, illness, difficulties WFH ...)

Optional : Branding

• Oversee that the correct photos are used consistently internally/externally - propose a new photo shoot when relevant
• Share content on social media that may be of interest (customer posts, team posts, charities, events ...)

Optional : Specific project work

• This is dependent on needs and ideally should be orientated around your interests/skillsets.

• Bachelor's degree or equivalent experience
• Proficient in Microsoft Office suite
• Experience in managing multiple priorities, administrative coordination, and logistics
• Well-organized, detail-oriented, ability to multi-task with great follow-up skills
• Strong written and verbal communication skills
• With minimal direction, using personal initiative and good judgement, works accurately, efficiently, and effectively in a fast-paced, multi-tasking environment.
• Consistently completes work in a timely manner
• Good judgment and decision making ability
• Manage and maintain multiple calendars, schedules and travel arrangements
• Pay very good attention to detail and accuracy
• Be able to interact with staff at various levels in the organization
• Experience with concur travel system is a plus

We need candidate who is:

• • Responsive (able to keep up in a face paced environment)
  • Autonomous
  • Forward thinking / Proactive
  • Attention to detail
  • Discreet (able to handle confidentiality)
  • Strong emotional intelligence
  • Team spirit
  • Experience working in an international context, notably Asia
  • Experience in the IT sector a plus