Executive Assistant

Job Description

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

• 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

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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

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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

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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

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