Administrative Assistant (Maternity Leave Replacement – 18 months)

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DRW Montreal is seeking a highly organized administrative assistant to cover an 18 month maternity leave for the Department Director, managing a busy calendar, coordinating travel, processing SAP Concur expenses, and supporting general department operations, meetings, trainings, events and visitor logistics. The ideal candidate has proven administrative or executive assistant experience supporting senior leaders, strong Microsoft Office proficiency, SAP Concur experience, and the ability to juggle multiple priorities with discretion and professionalism; familiarity with Wrike, JIRA or ServiceNow is a plus. To apply, tailor your resume to highlight calendar management, travel and expense accuracy, proactive problem solving, and collaborative service. This onsite role reflects DRW’s commitment to learning, competitive benefits, work-life balance and community involvement.

DRW is a diversified trading firm with over 3 decades of experience bringing sophisticated technology and exceptional people together to operate in markets around the world. We value autonomy and the ability to quickly pivot to capture opportunities, so we operate using our own capital and trading at our own risk.

Headquartered in Chicago with offices throughout the U.S., Canada, Europe, and Asia, we trade a variety of asset classes including Fixed Income, ETFs, Equities, FX, Commodities and Energy across all major global markets. We have also leveraged our expertise and technology to expand into three non-traditional strategies: real estate, venture capital and cryptoassets.

We operate with respect, curiosity and open minds. The people who thrive here share our belief that it’s not just what we do that matters–it's how we do it. DRW is a place of high expectations, integrity, innovation and a willingness to challenge consensus.

We are seeking a highly organized and proactive Administrative Assistant to provide dedicated support to the Department Director during an 18‑month maternity leave replacement. The successful candidate will manage a very active and dynamic calendar, coordinate travel arrangements, process expenses, and support the department’s operations. In addition to supporting the Director, this role will assist other managers and team members as needed, contributing to the smooth running of the department. 

Key Responsibilities: 

• Calendar & Scheduling: Manage the Director’s calendar, as well as, on occasion, those of other managers; address scheduling conflicts and ensure all commitments are met. 
• Travel Arrangements: Coordinate domestic and international travel for the Director (and at times other managers), including flights, accommodations, car rentals, restaurant reservations, and related arrangements. 
• Expense Management: Prepare, validate, and submit expense reports for the Director using SAP Concur, ensuring accuracy and timeliness. 
• Departmental Administration: Perform general administrative tasks that support overall department operations. 
• Time‑Off Approvals: Approve vacation or personal leave requests on a select basis per company guidelines. 
• Meeting Support: Plan and book team meetings; as well as provide logistical and administrative support. 
• Training & Conferences: Monitor upcoming training opportunities and conferences for the department; keep the Director informed and assist with registration or logistics. 
• Event Coordination: Organize and coordinate the Holiday Vendor Gifting Campaign; assist in planning the department’s annual team‑building event. 
• Special Projects: Support ad‑hoc assignments and departmental initiatives as required. 
• Visitor Coordination: Manage visitor logistics, including travel arrangements, guest passes, seating assignments, and conference room bookings. 

Qualifications: 

• Proven experience as an administrative or executive assistant, ideally supporting senior leadership. 
• Strong proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint). 
• Experience with SAP Concur or similar expense management systems. 
• Ability to manage multiple priorities in a dynamic, fast‑paced environment. 
• Strong organizational skills with keen attention to detail. 
• Excellent verbal and written communication skills. 
• Discretion and professionalism in handling sensitive information. 
• Experience with ticketing systems similar to Wrike, JIRA or ServiceNow. 

Attributes for Success: 

• Proactive problem‑solver who anticipates needs and adapts quickly to changing priorities. 
• Collaborative and service‑oriented, with a willingness to support colleagues. 
• Highly reliable, with a strong sense of accountability. 

What DRW Montreal has to offer you:

• Recognized as one of Canada’s Best Employers for the past 8 years
• Committed to continuous learning & development
• Industry leading benefits package and perks
• Focused on employee well-being and work-life balance
• Community initiatives, volunteer program and opportunities for giving back

Find out more about all of our perks & benefits at https://drw.com/work-at-drw/montreal-benefits. 

For more information about DRW's processing activities and our use of job applicants' data, please view our Privacy Notice at https://drw.com/privacy-notice.

California residents, please review the California Privacy Notice for information about certain legal rights at https://drw.com/california-privacy-notice.

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