Executive Assistant Intern

Heritageacademyaz; Mesa (AZ); On-site; USD 21,000 - 30,000; Part time

Job summary

Heritageacademyaz is seeking an Executive Assistant Intern to provide structured administrative and organizational support to the Senior Executive Assistant and the executive office. The role offers exposure to executive operations, research, and office management in a busy environment.

The intern will manage calendars, prepare materials, and assist with complex documents while maintaining confidentiality. Ideal candidates are highly organized, detail-oriented, proactive, and able to juggle

Qualifications

• Proficiency in Microsoft Office Suite and Google Suite.
• Strong attention to detail and organizational skills.
• Ability to handle confidential information with discretion.
• Strong written and verbal communication skills.
• Ability to prioritize multiple tasks and work independently.

Responsibilities

• Assist with day-to-day administrative tasks and projects.
• Monitor and organize incoming emails and assist with follow-up items.
• Prepare, format, proofread, and organize documents, correspondence, reports, and presentations.
• Maintain organized electronic and physical files and records.
• Assist with data entry, document management, scanning, copying, and filing.
• Assist with meeting materials, calendars, and executive appointments.
• Support calendar coordination and meeting logistics.
• Track assignments, follow-up items, and deadlines to ensure timely completion.

Skills

MS Office

Google Suite

Attention to detail

Communication

Time management

Discretion

Multitasking

Independent work

Education

College student

Tools

Microsoft Excel

Gmail

Google Docs

Job description

The Executive Assistant Intern will provide administrative and organizational support to the Senior Executive Assistant and executive office. This position is ideal for a highly organized, dependable, and detail-oriented individual who is interested in gaining hands-on experience in executive administration, business operations, research, and professional office management.
The intern will assist with a variety of day-to-day responsibilities, special projects, and administrative tasks while learning how a busy executive office operates. The ideal candidate is proactive, professional, resourceful, and able to manage multiple priorities while maintaining confidentiality.

Duties & ResponsibilitiesAdministrative & Executive Support

• Assist the Senior Executive Assistant with day-to-day administrative tasks and projects.
  
• Monitor and organize incoming emails and assist with follow-up items as directed.
  
• Prepare, format, proofread, and organize documents, correspondence, reports, and presentations.
  
• Maintain organized electronic and physical files and records.
  
• Assist with data entry, document management, scanning, copying, and filing.
  
• Assist with preparing materials for meetings, presentations, and executive appointments.
  
• Help maintain calendars, schedules, contact lists, and other administrative records as assigned.
  
• Assist with meeting preparation, including gathering documents, creating materials, and organizing resources.
  
• Track assignments, follow-up items, and deadlines to help ensure tasks are completed on time.
  

Research & Special Projects

• Conduct research on a variety of topics as assigned.
  
• Gather, organize, and summarize information from reliable sources.
  
• Assist with preparing research summaries, spreadsheets, reports, and presentations.
  
• Help collect and organize information for special projects and executive initiatives.
  
• Support short-term projects and other administrative initiatives as needed.
  

Organization & Records Management

• Maintain orderly electronic and paper filing systems.
  
• Organize and label documents according to established procedures.
  
• Assist with reviewing files for completeness and accuracy.
  
• Help maintain spreadsheets, databases, and tracking documents.
  
• Identify opportunities to improve organization and administrative processes.
  
• Assist with archiving and maintaining records in accordance with established procedures.
  

Communication & Office Support

• Communicate professionally with staff, vendors, and other contacts as directed.
  
• Assist with responding to routine administrative inquiries.
  
• Prepare and distribute correspondence and other communications.
  
• Assist with coordinating meetings and other office activities.
  
• Provide general administrative support to the executive office.
  
• Perform other duties and special projects as assigned.
  

Requirements

• Proficiency in Microsoft Office Suite and Google Suite.
  
• Strong attention to detail, organizational skills, and ability to meet deadlines.
  
• Ability to handle confidential information with discretion.
  
• Strong written and verbal communication skills.
  
• Ability to prioritize multiple tasks and work independently.
  
• Professional, dependable, and positive attitude.
  
• Strong organizational and time-management skills.
  
• Ability to learn new systems, software, and processes quickly.
  
• Demonstrated ability to exercise good judgment and maintain professionalism in a business environment.
  
• Current enrollment in a college, university, or relevant educational program preferred.
  

Preferred Qualifications

• Previous administrative, office, customer service, or internship experience.
  
• Experience using Microsoft Excel for organizing and tracking information.
  
• Experience creating and formatting professional documents in Microsoft Word.
  
• Familiarity with Gmail, Google Meets, Google Docs or other business productivity tools.
  
• Interest in business administration, executive leadership, education, communications, or operations.
  

Ideal Candidate

The ideal candidate is someone who sees what needs to be done and takes initiative. They are organized, dependable, curious, and comfortable working behind the scenes to help an executive office run efficiently. This individual should be comfortable asking questions, learning new tasks, handling sensitive information appropriately, and taking ownership of assigned responsibilities.

What the Intern Will Gain

• Executive and administrative support
  
• Professional business communication
  
• Research and information management
  
• Microsoft Office and business technology
  
• Records and document management
  
• Meeting and calendar coordination
  
• Project management and organization
  
• Executive office operations
  
• Confidentiality and professional judgment
  
• Duration:Ongoing with no fixed end date
  
• Schedule: Up to 19.5 hours per week
  
• Location: On-site
  
• Compensation: Competitive hourly rate commensurate with qualifications
  

Type of Fingerprint Clearance:

Shall be fingerprint checked pursuant to A.R.S 15-512. Must obtain an IVP fingerprint clearance card if applicable.

Physical Functions:

Regularly required to sit, stand, walk, talk, hear, and operate a computer and other office equipment. Must reach with hands and arms and occasionally lift and/or move up to 10 pounds.

Equipment Used:

Frequent computer use is expected.

Work Environment:

Standard office environment.

This description reflects management’s assignment of essential functions; it does not exclude or restrict the tasks that may be assigned.

Equal Opportunity Employer

This employer is required to notify all applicants of their rights pursuant to federal employment laws.For further information, please review the Know Your Rights notice from the Department of Labor.