Executive Assistant

Job description: Job Description 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 ͏ 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 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 WAC - EA Task : Version FY23.1 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 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 o 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. ͏ ͏ Reinvent your world. We are building a modern Wipro. We are an end-to-end digital transformation partner with the boldest ambitions. To realize them, we need people inspired by reinvention. Of yourself, your career, and your skills. We want to see the constant evolution of our business and our industry. It has always been in our DNA - as the world around us changes, so do we. Join a business powered by purpose and a place that empowers you to design your own reinvention. Come to Wipro. Realize your ambitions. Applications from people with disabilities are explicitly welcome. Show more Show less