Administrative Assistant Intern

Administrative Assistant Intern (6 months)

Quebec City, QC (On-Site) Full Time

Job Summary

Assist the administrative services team in the daily administrative and organizational activities of the office, while developing hands-on 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 restocking 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 departments.
• Participate in receiving and distributing mail and deliveries.

Team Support

• Provide ad-hoc administrative support to various departments as needed.
• Assist in preparing presentations, internal communications, and briefing 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 in the logistical preparation of events (reservations, equipment, welcoming participants, etc.).
• Participate in social committee initiatives and activities promoting employee engagement.

Onboarding and Integration Support

• Assist the administrative team in preparing for the arrival of new employees.
• Participate in setting up workstations and onboarding documents.
• Update lists and tracking tools related to new employee integration.

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.
• Ability to work independently and as part of a team.
• Positive attitude, professionalism, and willingness to learn.

Level of Studies:

• Currently enrolled in a program in administration, office automation, office management, or a related field.

Desirable Qualification

• Knowledge of SharePoint, Teams, or other collaborative tools.
• Working 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.