Overview
Administrative Assistant Jobs in London, England, United Kingdom at Wipro
Title: Administrative Assistant
Company: Wipro
Location: London, England, United Kingdom
The role holder will work closely and assist 3 – 4 Vice Presidents. We need candidates who have attention to detail, able to juggle multiple calendars; have experience working across time zones; competent in travel management, expense management, visas and invoicing.
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.
Administrative Assistant TasksBelow is an (non-exhaustive) overview of some tasks that all Wipro Administrative Assistant 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
Maintain schedule and supports the Vice Presidents by scheduling meetings, conferences, teleconferences, video conferences and travel
Prepare and maintain a variety of documents including business correspondences, org charts and presentations
ents
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
Prepare and process reimbursements, reconciling travel expenses and reimbursem
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
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…
