Executive Assistant

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. Tasks Include: 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 OptionalCreate pie-charts to show how Managers time is spent OptionalLearn to use MS Tasks for effective follow up on actionables and deliverables Travel / Visa Book travel taking into consideration meeting constraints, prices Anticipate visa needs for international travel and potential passport renewals as necessary OptionalKeep 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 o 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 o 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. o Optionalcreate 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. Optionalmanage a customer database of meetings Optionalfind out team birthday dates and dietary requirements Mywipro Approve expenses/travel etc requests via MyWipro o Flag any potential approvals that are out of policy Book vacation OptionalTrack 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 OptionalFeedback 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 ) OptionalBranding 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 ) OptionalSpecific project work This is dependent on needs and ideally should be orientated around your interests/skillsets