Administrative Intern (Ottawa)

 As Administrative Intern at PAA Advisory | Conseils, you will assist the Senior Operations Manager in carrying out a range of tasks related to administration, coordination & operations.  

Working from our downtown Ottawa office, you will be a key player in the overall team’s success through administrative and client support including but not limited to: 

  • First point of contact for visitors/deliveries and directing them to the relevant office/personnel; 
  • Receiving and distributing mail & deliveries; 
  • Assisting in the coordination of meetings, company and/or client events, conference room & office bookings, etc.; 
  • Assisting in purchasing and maintaining inventory of office supplies, equipment, and furniture; 
  • Maintaining accurate and easily retrievable financial records in relation to office expenses & costs; 
  • Drafting presentation materials using Microsoft Word, PowerPoint, Canva, LucidChart, Adobe, and other software; 
  • Tracking data and maintaining accurate administrative and financial records using Excel, Microsoft Lists and other software;  
  • Preparing and distributing company-wide memos related to administration and/or operations; 
  • Participating and contributing, as required, in weekly administration & operations meeting(s); 
  • Summarizing meeting notes for internal distribution;  
  • Assisting advisors as required with use of office-wide software & tools such as printers, Outlook, AV system, office booking system, various news & software subscriptions, our internal messaging program; 
  • Coordinating technical support with external partners as required; 
  • Ensuring that common areas and board rooms are free of clutter and well-stocked; 
  • Utilizing publishing software such as WordPress, LinkedIn, Twitter and other social media to maintain the organization’s website and blog; 
  • Assist in continuously re-evaluating established administrative processes to improve efficiency. 

Requirements and Skills 

  • Completed or pursuing a bachelor’s or diploma program in office administration, business administration or other related field; 
  • Minimum of 1-2 years of experience as an office assistant, receptionist, secretary, or relevant role; 
  • Outstanding communication and interpersonal abilities; 
  • Excellent organizational and problem-solving skills; 
  • Exceptional computer literacy and solid ability to independently navigate mainstream software such as Office 360, Windows, search engines, etc.; 
  • Familiarity with office management procedures and basic administrative principles;
     
  • Bilingualism is considered an asset.  

Note that this a full-time, fixed-term contract position located at our downtown Ottawa office. 

Submit your CV and cover letter to careers@paainc.ca

Thank you for your interest in PAA Advisory | Conseils. Only candidates selected for an interview will be contacted. 

 

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