Administrative Assistant (Maternity Leave Replacement)

DRW Trading Group - Montréal, QC (5 months ago)

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DRW is a technology-driven, diversified principal trading firm. We trade our own capital at our own risk, across a broad range of asset classes, instruments and strategies, in financial markets around the world. As the markets have evolved over the past 25 years, so has DRW – maximizing opportunities to include real estate, cryptoassets and venture capital. With over 1000 employees at our Chicago headquarters and offices around the world, we work together to solve complex problems, challenge consensus and deliver meaningful results. It’s a place of high expectations, deep curiosity and thoughtful collaboration.

Our NX team is looking for an exceptional Administrative Assistant to join their team on contract. This person will coordinate special events for the department, assist with special projects on an as-needed basis, and provides daily travel and administrative support for approximately fifty team members

Responsibilities:
Coordinate travel arrangements (domestic/international flights, accommodations, car rentals, restaurant reservations, etc.)
Prepare, validate, and manage expense reports
Generate weekly Out of Office Calendar showing all business travel, conferences and vacations
Perform administrative tasks related to the department's operations such as research, document/database management, and filing
Approve time off on a select basis
Manage calendars and resolve scheduling conflicts
Plan and book team meetings
Provide OKR meeting support
Book training and conferences
Support other administrative team members and replace if necessary
Assist with visitor logistics (travel arrangements, guest pass requests, seating, conference rooms, etc.)
Manage select vendor relationships
Print, scan, file documents
Other duties/projects as required

Qualifications:
Minimum three years’ experience in a similar role
Superior interpersonal skills with a proven ability to build relationships and collaborate effectively
College diploma (DEC) or equivalent
Excellent verbal and written communication skills
Computer literacy: Office Suite (Word, Excel, PowerPoint, Outlook)
Ability to manage highly confidential information
Priority-oriented with proven anticipation, initiative and time management skills, and ability to meet all deadlines
Detail-oriented
Able to work in a very fast paced environment with minimal supervision
Adaptable and flexible, as overtime might be requested

Bonus points for:
Experience with tools such as SAP Concur, Wrike, JIRA
Previous experience booking travel and accommodations for executives and groups

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