Executive Assistant

Arizona Automotive Institute is part of Ancora Education. Ancora Education has been serving students through technical, skills-based training since 2013, and has become an industry leader in education.

Job Summary

The Executive Assistant (EA) provides direct administrative support to the Executive Director and campus staff. In this position, the EA performs tasks including correspondence, purchasing, preparing reports, maintaining vendor relationships, and campus-level HR and payroll functions. Additionally, the EA provides backup support for other administrative positions such as the receptionist, admissions coordinator, and academic administrative assistant.

Key Responsibilities

• Process and ensure accuracy with purchase orders, check requests, payroll, new hire packets, petty cash, etc.

• Initiate the onboarding process with new employees

• Provide direct administrative support to campus staff

• Maintain vendor relations and assist in obtaining new vendors, including communicating with vendors/corporate personnel regarding purchases and purchase orders

• Comfortable performing clerical duties, taking memos, maintaining files, and organizing documents. Photocopying, faxing, collating, etc., as needed.

• Arrange travel, accommodation, itineraries, and all correspondence related to arrangements as needed.

• Prepare reports, presentations, and data, as well as maintain files, records, and correspondence for meetings

• Handle confidential information; organizes and maintains files

• Maintain and keep current corporate and campus organizational charts

• Other duties as assigned

Experience and Education Required

• High school diploma or equivalent from an academic institution accredited by a regional or national accrediting agency that is recognized by the U.S. Department of Education

• Proficient in Microsoft Office / Google Applications

• Ability to multitask, possess a high level of communication skills, and be detail-oriented

• 2 years of experience as an Administrative Assistant

Experience and Education Preferred

• Associate’s degree from an academic institution accredited by a regional or national accrediting agency that is recognized by the U.S. Department of Education

• Experience in purchasing/inventory

• 4-5 years of experience as an Administrative Assistant

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is occasionally required to stand; walk; sit; use hands to finger, handle, or feel objects, tools or controls; reach with hands and arms; climb stairs; balance; stoop, kneel, crouch or crawl; talk or hear; taste or smell. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. Prolonged periods sitting at a desk and working on a computer.

Work Environment

Work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is usually not exposed to weather conditions. The noise level in the work environment is usually moderate.

Note

This is not necessarily an exhaustive list of all responsibilities, skills, duties, or requirements associated with the job. While this is intended to be an accurate reflection of the current job, management reserves the right to revise the job or require that other or different tasks be performed when circumstances change.

I have read and understand the above job description. I further understand that this is not an all-inclusive list and does not constitute a contract. My employment remains at will as with all employees of Ancora Education.