Advanced Associate, Administrative Support

About the role

At Pearson, we’re committed to a world that’s always learning and to our talented team that 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. We're seeking an Advances Associate, Administrative Support to add to our Professional Assessments team. This role aligns to industry level titles such as Executive Assistant, Senior Executive Assistant, Executive Administrator, Executive Support. The role supports the SVP, Professional Assessments and is integral in the successful delivery and fulfillment of assigned program(s). The Executive Assistant will provide administrative support to the SVP, accommodating shifting priorities in a dynamic environment. Reporting to the SVP, this professional and highly confidential position assists with calendar, office, event, proposal, and contract management while promoting a collaborative work environment.

Responsibilities

• Calendar Management: Manage an active calendar of appointments; schedule appointments and meetings, which may include organizing materials, sending out meeting notices, responding to meeting notices, arranging services, managing travel arrangements, and completing required documentation for events/travel.
• Administrative Support and Office Management: Responsible for office management, ensuring a welcoming and professional environment for all visitors. Builds and maintains strong relationships with key internal stakeholders. Maintains confidentiality of highly sensitive information, is adaptable to competing demands, and demonstrates the highest level of reception, perception, and response. Prioritizes conflicting needs; handles matters proactively and follows through on projects to successful completion, often under enormous deadline pressures. Compose and produce letters and documents that are sometimes confidential, process material from rough draft to final form. Provide other administrative support as necessary.
• Meeting and Event Management: Plan and coordinate events and meetings, including scheduling venues, information technology support, catering, and other related logistics. Coordinates and monitors maintenance services; maintains and orders supplies; and serves as a liaison to ES stakeholders.
• Proposal Management: Assist Proposal Writers with meeting tight deadlines through multi‑tasking. Incorporate graphics including flow charts, org charts, tables, and logos into proposals. Create, update, maintain, and assemble supporting materials for proposals. Create custom covers for proposals based on existing templates. Ensure production of documents that reflect corporate standards. Copying, collating, and other administrative duties as needed to support the proposal production process.
• Contract Management: Securely file and archive executed contracts. Provide virtual and physical signatures to contract for execution. Maintain records of upcoming contract expirations and renewals.

Requirements

• Undergraduate degree preferred
• Familiarity with email, Microsoft Office, and scheduling software preferred
• Previous experience in a demanding and high‑stakes environment

Skills

• Strong analytical and problem solving skills
• Excellent writing and communications skills
• Effective multi‑tasking skills through priority setting and time management
• Strong organizational skills
• Self‑starter and goal‑oriented
• Strong attention to detail
• Demonstrated ability to meet tight deadlines
• Flexibility to changing priorities
• Effective relationship‑building skills
• Time management, planning, and multi‑tasking skills
• Ability to work independently
• Ability to learn quickly
• Problem‑solving skills
• Knowledge of graphics file formats and their applications
• Basic typesetting skills