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General Administrative Executive Support

Reference
1811511
Contract Type
Permanent
Sector
Education, Media & Communications
Location
London, GBR
Expiry Date
20/08/2018
General Administrative Executive Support Description At Pearson, we’re committed to a world that’s always learning and to our talented team who makes it all possible. From bringing lectures vividly to life to turning textbooks into ...

Job Description

General Administrative Executive Support

Description

At Pearson, we’re committed to a world that’s always learning and to our talented team who makes it all possible. From bringing lectures vividly to life to turning textbooks into laptop lessons, we are always re-examining the way people learn best, whether it’s one child in our own backyard or an education community across the globe. We are bold thinkers and standout innovators who motivate each other to explore new frontiers in an environment that supports and inspires us to always be better. By pushing the boundaries of technology — and each other to surpass these boundaries — we create seeds of learning that become the catalyst for the world’s innovations, personal and global, large and small.

Main purpose/objectives of role:

  • To provide administrative support to VP Product Marketing and seven direct reports (DR).

Main activities/responsibilities:

-Diary:Accurate and complete diary management for the VP (not direct reports) , scheduling meetings, identifying conflicts and suggesting solutions proactively

-Meetings: Organisation of recurring and stand alone meetings for the VP and direct reports, including management of last minute changes without consultation. Work on complicated and shifting diaries in different time zones, resolving issues quickly without incident. Notifying team of short notice diary changes. Booking meeting rooms and venues, according to meeting requirements. Sending reminders and pre-read materials.

-Travel:Travel arrangements for VP and direct reports, requiring a clear understanding of global company policies and cost savings. Preparing visa documentation and liaising with Pearson offices abroad for hotel reservations and transfers

-Expense reports:Prepare, submit and follow up on expense reports (both corporate card and cash) for the VP and direct reports.

-Suppliers, Purchase Orders and Invoices:Setting up new suppliers on Coupa. Following up on and troubleshooting PO processing and payment, solving issues and queries proactively as required, including recharge codes, cost center information etc. Raise purchase orders and communicate with suppliers for team members who are not Coupa-enabled

  • Budget tracker:updating team budget tracker, allowing accurate monitoring and management of budget

-General administrative support:telephone cover, dealing with post, filing, ordering stationery, venue reservation for offsite events etc. Ensuring all approval documents and items requiring signature are dealt with efficiently and within any deadline.

-New starters & Team Support:Overseeing onboarding of new staff, organising office space and necessary equipment as well as email account, building passes, new starter forms etc.

  • Comms:Maintenance of delegate lists (Geo MDs, Marketing representatives, Sales representatives etc) for internal emails and comms. Using Neo to share team updates. Updating and sharing Org Chart and team contact info as required.
  • Team representation:be the Team's champion and representative with regards to facilities, equipment, procurement etc.
  • non-UK processes:Supporting remote-located team members to navigate global HR & Finance processes in other Pearson locations (USA, Australia, Greece etc) as needed

Qualifications

Profile and Experience Required:

  • Excellent organization, attention to detail and time management skills.
  • Excellent interpersonal and communication skills (oral and written). Ability to communicate with those in different cultures and locations and with those for whom English is an additional language.
  • Self motivated, with good energy, disposition and attitude, who thrives in an environment of constant change. A problem solver who enjoys sorting things out, supporting the team and allowing them to focus on the work.
  • Curiosity and ability to absorb information and understand where and how the individual pieces of work fit into the whole, without requiring explicit explanations. Uses this understanding to set priorities and make fast, accurate decisions.
  • High level of competence in Microsoft Word, Excel, PowerPoint, Outlook suite, Google suite, Neo/Jive.
  • Previous experience in a senior EA role
  • Previous experience using SAP, Oracle and Coupa

Location: London - Strand

Primary Location: GB-GB-London

Job: Office Support

Organization: Global Product

Employee Status: Regular Employee

Job Type: Standard

Shift: Day Job

Job Posting: Aug 10, 2018

Job Unposting: Aug 19, 2018

Schedule: Full-time Regular

Req ID: 1811511

Equal Opportunity Employer Minorities/Women/Protected Veterans/Disabled