Administrative Assistant (Maternity Leave Replacement)

DRW - Montréal, QC (30+ days 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 for a contract of 18 months. 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

  • Coordinate travel arrangements (domestic/international flights, accommodations, car rentals, restaurant reservations, etc.)
  • Prepare, validate, and manage expense reports
  • Perform administrative tasks related to the department's operations such as research, document/database management, and filing
  • Generate weekly Out of Office Calendar showing all business travel, conferences and vacations
  • 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
  • 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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