Executive assistant – Midrand, Gauteng

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

To provide efficient, professional and customer-focussed administrative support to the Executive Director Direct Delivery and the team as required.

Key Responsibilities

+ Consistent, proactive administrative and logistical support for internal team and customer related projects

+ Create and work to a weekly, monthly and quarterly plan for meetings, organising relevant travel for the team and any other logistical issues that ensure seamless delivery and support

+ Maintain professional verbal and written communications at all times internally and externally

+ Devise and maintain office systems and support, including data management, filing, credit card reconciliations, cellular account reconciliations, forex requests and reconciliations of returns to ensure timeous submission of all reconcilable items

+ Update the unit organograms on a monthly basis and store in a central team folder

+ Annual accruals for projects and expenses

+ General office support, including but not limited to stationary purchases and petty cash management

+ Arrange travel, visas and accommodation within the Pearson guidelines and research different options for each traveller to ensure there is an up to date list of preferable airlines, routes, rates and accommodation

+ Booking of venues for out of site conferences and the set up of digital communication mediums (for eg. Webex/Google Hangout) for local and international meetings

+ When necessary, attending meetings to take minutes or dictation or to provide general assistance during presentations; timeous distribution of minutes to relevant people and maintain confidentiality at all times

+ Screen phone calls, enquiries and requests, and effectively handling them when appropriate;

+ Meet and greet all internal and external visitors at all levels in a courteous and friendly manner; Host overseas visitors, including organising of itineraries and booking of meetings with internal parties;

+ Organise and maintain diaries and make appointments in a proactive manner. Be aware if preparation is required and the Executive is aware of the preparation required ahead of time.

+ Deal with incoming email, faxes and post, often corresponding on behalf of the manager;

+ Highlight urgent issues/correspondence and print attachments on behalf of the Executive team if necessary;

+ Produce documents, briefing papers, reports and presentations upon request;

+ Organise meetings and ensuring the principal is well prepared for meetings by supplying relevant supporting documentation;

+ Customer focused liaison at all times with clients, suppliers and internally

+ Discuss upcoming engagements, invitation and other invitations and ensure all clashes are resolved timeously and effectively;

+ Planning, organizing and managing events internally and externally

+ Carry out background research and presenting findings;

+ Managing departmental budgets and ensuring correct budgetary procedures are adhered to;

+ Provide a service that is in line with the principal’s work habits and preferences – in some instances, the use of technology would be encouraged such as access to a laptop or smart phone.

Core competencies: Functional

+ Excellent organisational skills, ability to multi-task and organise resources

+ Excellent oral and written communication skills and ability to professionally represent the Executive’s office

+ Demonstrates complete confidentiality and is seen to be trustworthy.

+ Able to filter information, recognise what is urgent and important and prioritise effectively

+ Has a good understanding of the business and able to proactively draw information required from a variety of sources within Pearson and externally

+ Ability to work under pressure and be flexible as part of a small team

+ Attention to detail and deadlines and follows up on all administrative tasks

+ Has a comprehensive understanding of digital platforms and has an advanced knowledge of business specific software packages.

+ Demonstrates flexibility and is able to adapt to continuous changes; keeps up to date with new technology relevant to being more efficient in the role

+ Is courteous and friendly at all times and displays a willingness to assist the team with their administrative tasks

+ Demonstrates personal values aligned to the Pearson values

Core competencies: Leadership

Leading Self

+ _Always learning: _ Discusses data, key industry trends and conditions and understands the implications for their own business area. Welcomes new ways of doing things. Acts on feedback to assess strengths and weaknesses.

+ _Courageous: _ Asserts opinions on issues. Is willing to make decisions even when there is ambiguity or uncertainty. Recognises conflict and names the issues.

+ _Ethical: _ Is guided by a clear moral compass to act with integrity and fairness; treats people honestly and with compassion regardless of level, personality or background. Identifies and escalates ethical issues. Follows through on commitments.

+ _Determined: _ Sets high standards of performance for self and others. Creates a sense of urgency to achieve results. Persists in the face of obstacles or setbacks, remaining calm and in self control.

Leading the Business

+ _Customer focused: _ Identifies and responds to customer requirements, expectations and needs. Encourages feedback from customers to continually improve products and services in line with the brand. Aims to exceed customer expectations.

+ _Transformational: _ Demonstrates active support for change initiatives. Changes own behaviour and actions to align with change initiatives. Embraces rather than resists change.

+ _Strategic and visionary: _ Demonstrates an understanding of the organisation’s mission and strategies. Works to clarify and understand the global purpose and mission for own work. Integrates and balances big picture concerns with day to day activities.

+ _Innovative: _ Generates innovative ideas and solutions to problems. Finds ways to extend and apply innovative ideas to enhance business results.

Leading others

+ _Develop: _ Offers others support and help, and willingly shares own knowledge and expertise. Owns their development and encourages a two way process with whom they report to. Offers helpful suggestions to support others’ development. Offers constructive feedback to others to support their development.

+ _Inspirational_ : Projects a positive image and serves as a role model for other’s performance. Is flexible across a wide range of situations. Demonstrates energy and a sense of ownership and commitment to the organisation.

+ _Relationship-builder: _ Actively collaborates with others, within and across groups around the world. Appropriately involves others in decisions and plans that affect them. Listens carefully and attentively to others’ opinions and ideas.

+ _Makes it happen: _ Takes personal responsibility to make decisions and take action. Works hard to achieve goals that support strategic priorities. Holds self accountable for meeting assigned goals.

+ Demonstrable experience in an administration/executive assistant/PA role in a highly pressurised environment requiring tact, judgment and discretion in handling information and internal and external contacts (essential)

+ Experience of diary management/researching and booking of travel and accommodation (essential)

+ Experience of successfully working with senior management (essential)

+ Can demonstrate collaborative management and leadership skills

+ Customer-facing approach, excellent communication skills and strong administrative capabilities

+ Minimum 3-5 years administration experience

+ Proficiency in Microsoft Word, Excel and PowerPoint at intermediate level

+ Ability to multi task, prioritise and work to deadlines

Pearson is committed to the principles of employment equity and in accordance with our Employment Equity goals and plan; preference will be given to suitable applicants from designated groups as defined in the Employment Equity Act and subsequent amendments thereto.


+ Grade 12 with tertiary qualification (e.g. secretarial diploma)

+ Valid driver’s licence and own reliable transport

**Primary Location: ** ZA-ZA-Midrand

**Work Locations: ** ZA-Midrand-Alsation PI Glen Austin-Ext 3, 44 Midrand 1682

**Job: ** Office Support

**Organization: ** Growth

**Employee Status: ** Regular Employee

**Job Type: ** Standard

**Shift: ** Day Job

**Job Posting: ** Feb 8, 2019

**Job Unposting: ** Feb 15, 2019

**Schedule: ** Full-time Regular

**Req ID: ** 1901833

Pearson is an Equal Opportunity and Affirmative Action Employer and a member of E-Verify. All qualified applicants, including minorities, women, protected veterans, and individuals with disabilities are encouraged to apply.

Apply here!