Administrative Assistant

The role holder will work closely and assist 3 - 4 Vice Presidents. We need candidates who haveattention 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 Tasks Below 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 travelPrepare and maintain a variety of documents including business correspondences, org charts and presentationsentsTravel / 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 datesBe 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 reimbursemRaise expense claims in a timely mannerRemind 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 experienceProficient in Microsoft Office suiteExperience in managing multiple priorities, administrative coordination, and logisticsWell-organized, detail-oriented, ability to multi-task with great follow-up skillsStrong written and verbal communication skillsWith 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 mannerGood judgment and decision making abilityManage and maintain multiple calendars, schedules and travel arrangementsPay very good attention to detail and accuracyBe able to interact with staff at various levels in the organizationExperience with concur travel system is a plusWe need candidate who is:Responsive (able to keep up in a face paced environment)AutonomousForward thinking / ProactiveAttention to detailDiscreet (able to handle confidentiality)Strong emotional intelligenceTeam spiritExperience working in an international context, notably AsiaExperience in the IT sector a plus
#J-18808-Ljbffr