Specialist, Administrative Support

Job Description

ABOUT JOB

As an Administrative Support Associate supporting two leaders within Pearson’s Enterprise Learning & Skills division, you will provide reliable, high-quality administrative and coordination support that helps the business run smoothly. You will manage scheduling and meeting logistics, coordinate travel and expenses, maintain key documentation, and act as a central point of contact for day-to-day operational needs. This role is ideal for someone who is highly organised, service-minded, and comfortable working in a fast-paced, evolving environment.

Key Responsibilities:

Administrative Support and Coordination:

• Provide day-to-day administrative support to two assigned leaders, ensuring tasks are completed accurately and on time.
• Maintain and update distribution lists, org charts, team folders, and other shared resources as needed.
• Serve as a point of contact for routine enquiries, triaging requests and redirecting to the right owner where appropriate.

Meeting and Calendar Management:

• Manage calendars and scheduling for two leaders, coordinating internal and external meetings across time zones.
• Coordinate meeting logistics including invites, agendas (when provided), pre-reads, room/virtual set-up, and capturing and distributing actions and notes where required.
• Monitor and resolve scheduling conflicts, proactively suggesting options and ensuring key stakeholders are aligned.

Team and Activity Coordination:

• Support coordination of team activities (e.g., workshops, town halls, onboarding), tracking logistics, materials, and follow-ups.
• Track routine deadlines and administrative deliverables (e.g., submissions, approvals, onboarding steps) and send reminders to owners as needed.
• Prepare and format materials such as slide decks, team communications, and status summaries using templates and guidance from leadership.

Systems, Tools, and Document Management:

• Use Microsoft 365 tools (Outlook, Teams, Word, Excel, PowerPoint, SharePoint) to manage schedules, files, and communications efficiently.
• Maintain organised digital filing and version control for key documents, ensuring information is easy to find and appropriately shared.
• Follow established processes for access requests, meeting set-up, and system support, escalating issues to IT or process owners when needed.

Travel, Expenses, and Visit Logistics:

• Coordinate domestic and international travel arrangements for two leaders, including flights, hotels, ground transport, agendas, and required documentation.
• Prepare and submit expense reports and purchase requests in line with policy, ensuring receipts and approvals are captured accurately.
• Support onsite/offsite logistics (e.g., room bookings, catering, visitor access), coordinating with local office teams and vendors as required.

Cross-Functional Collaboration:

• Work collaboratively with other administrative professionals, operations partners, and stakeholders to coordinate schedules, events, and shared coverage.
• Build effective working relationships across functions, ensuring communications and requests are handled professionally and confidentially.

Qualifications:

• Relevant experience in administration, office coordination, or business support (or equivalent experience).
• Experience supporting leaders and/or teams, with confidence handling calendars, meeting coordination, and stakeholder communication.
• Strong organisational skills and attention to detail, with the ability to manage multiple priorities and meet deadlines.
• Clear, professional written and verbal communication skills, and a customer-service mindset.
• Proficiency with Microsoft 365 (Outlook, Teams, Word, Excel, PowerPoint) and comfort learning new tools and systems.
• Sound judgement and discretion when handling confidential information and sensitive communications.
• Adaptability and resilience in a changing environment, with a proactive approach to solving routine administrative issues.
• Experience supporting global teams and coordinating across time zones is a plus.

Are you interested in this position?

Apply by clicking on the “Apply Now” button below!

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