Executive Assistant

Executive Assistant Task

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

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
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
WAC - EA Task : Version FY23.1
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
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

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Applications from people with disabilities are explicitly welcome.