Address- London, United Kingdom
- GSH
- 3062857
Job Description
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 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 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 in the organization
- Experience with concur travel system is a plus
We need candidate who is:
- Responsive (able to keep up in a face paced environment)
- Autonomous
- Forward thinking / Proactive
- Attention to detail
- Discreet (able to handle confidentiality)
- Strong emotional intelligence
- Team spirit
- Experience working in an international context, notably Asia
- Experience in the IT sector a plus
If you encounter any suspicious mail, advertisements, or persons who offer jobs at Wipro, please email us at helpdesk.recruitment@wipro.com. Do not email your resume to this ID as it is not monitored for resumes and career applications.
Any complaints or concerns regarding unethical/unfair hiring practices should be directed to our Ombuds Group at ombuds.person@wipro.com
We are an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, caste, creed, religion, gender, marital status, age, ethnic and national origin, gender identity, gender expression, sexual orientation, political orientation, disability status, protected veteran status, or any other characteristic protected by law.
Wipro is committed to creating an accessible, supportive, and inclusive workplace. Reasonable accommodation will be provided to all applicants including persons with disabilities, throughout the recruitment and selection process. Accommodations must be communicated in advance of the application, where possible, and will be reviewed on an individual basis. Wipro provides equal opportunities to all and values diversity.
We are an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, caste, creed, religion, gender, marital status, age, ethnic and national origin, gender identity, gender expression, sexual orientation, political orientation, disability status, protected veteran status, or any other characteristic protected by law.
Wipro is committed to creating an accessible, supportive, and inclusive workplace. Reasonable accommodation will be provided to all applicants including persons with disabilities, throughout the recruitment and selection process. Accommodations must be communicated in advance of the application, where possible, and will be reviewed on an individual basis. Wipro provides equal opportunities to all and values diversity.
