Administrative Assistant Intern

Administrative Assistant Intern (6 months)

Quebec City, QC (On-Site) Full time

Job Summary

Assist the administrative services team in daily administrative and organizational office activities, while developing practical experience in a professional environment.

Essential Functions

Working within the administrative services team, you will contribute to the smooth daily operation of the office by providing administrative and organizational support to all employees. This internship will allow you to develop your skills in administration, customer service, organization, and teamwork.

Administrative Tasks

• Participate in the management of office supplies and snacks and report replenishment needs.
• Prepare and update various administrative documents, lists, and tracking tools.
• Help prepare meeting rooms and organize necessary equipment.
• Welcome visitors and direct them to the appropriate individuals or services.
• Participate in receiving and distributing mail and deliveries.

Team Support

• Provide ad hoc administrative support to different departments as needed.
• Participate in the preparation of presentations, internal communications, and information documents.
• Perform data entry and verify the accuracy of certain information.
• Contribute to updating various directories, databases, or shared documents.

Activity and Event Organization

• Collaborate in organizing meetings, training sessions, and internal activities.
• Assist with the logistical preparation of events (reservations, equipment, welcoming participants, etc.).
• Participate in social committee initiatives and activities promoting employee engagement.

Welcome and Integration Support

• Assist the administrative team in preparing to welcome new employees.
• Participate in preparing workstations and welcome documents.
• Update lists and tracking tools related to the onboarding of new employees.

Minimum Requirements

Skills and Abilities:

• Good knowledge of Microsoft Office 365 tools (Word, Excel, Outlook, and PowerPoint).
• Excellent oral and written communication skills in French.
• Sense of organization and attention to detail.
• Ability to multitask and meet deadlines.
• Aptitude to work both autonomously and in a team.
• Positive attitude, professionalism, and willingness to learn.

Level of Studies:

• Enrolled in a program of study in administration, office automation, office management, or a related field.

Desirable Qualification

• Knowledge of SharePoint, Teams, or other collaborative tools.
• Functional knowledge of English.
• Work or volunteer experience in customer service or administrative support.

This position requires a good knowledge of English to interact, support, and/or provide services to international clients, employees, and/or partners as well as foreign government authorities who do not speak French.