Overview
Executive Assistant Jobs in Bengaluru, Karnataka, India at Wipro
Title: Executive Assistant
Company: Wipro
Location: Bengaluru, Karnataka, India
Job description: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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