Administrative Assistant, Data Services

Vancouver, BC
$45,000-55,000 per year
Permanent
Full-time

1 day ago

Who we are:For over 25 years, Global Relay has set the standard in enterprise information archiving with industry-leading cloud archiving, surveillance, eDiscovery, and analytics solutions. We securely capture and preserve the communications data of the world's most highly regulated firms, giving them greater visibility and control over their information and ensuring compliance with stringent regulations.Though we offer competitive compensation and benefits and all the other perks one would expect from an established company, we are not your typical technology company. Global Relay is a career-building company. A place for big ideas. New challenges. Groundbreaking innovation. It's a place where you can genuinely make an impact - and be recognized for it.We believe great businesses thrive on diversity, inclusion, and the contributions of all employees. To that end, we recruit candidates from different backgrounds and foster a work environment that encourages employees to collaborate and learn from each other, completely free of barriers.Your role:We are seeking a candidate to fill the role of Administrative Assistant, Data Services. The successful candidate is someone who excels at keeping operations running seamlessly, with the ability to manage multiple priorities while maintaining a high level of organization and attention to detail. This individual serves as the organizational backbone of the department, partnering closely with leaders and team members to ensure deadlines are met, projects remain on track, and no detail is overlooked. If you thrive in a fast-paced, dynamic environment and enjoy problem-solving, you will find this role both engaging and rewarding.The Data Services team provides audit, eDiscovery, and data migration support to our global customer base. As a specialized professional services function, the team delivers deep expertise in data management to support compliance, legal, and business requirements. The Administrative Assistant, Data Services plays a key role in supporting departmental operations by executing administrative functions such as billing, shipping, reporting, and case creation. In addition, this role is responsible for overseeing data room operations, including inventory management, procurement, maintenance, and the handling of physical mediaYour responsibilities:Monitoring

Ensure all security protocols are implemented and maintained for compliance with internal and external audit requirements
Participate in organization-wide quarterly audits to ensure adherence to ISO 27001 controls
Support the business and department in providing examples of controls and artifacts for regularly performed external audits
Track incoming and outgoing shipments

Maintenance

Manage internal and external assets, including data sanitization and physical media destruction
Assist with hardware and software lifecycle management
Catalogue, format, and encrypt media as needed
Support ad-hoc department requests such as mounting / dismounting hard drives from workstations
Assist with process improvement initiatives to strengthen business continuity and risk management
Perform routine inventory management for internal supplies and equipment

Administration

Provide administrative assistance and support to the Data Services team
Salesforce case creation, billing, and data entry
Management and tracking of Courier and Customs policies, procedures, and pricing
Provide documentation support to the Data Services team (e.g. meeting minutes, Salesforce reporting & dashboards)

Technical:

Customer Data management (tracking, labeling, cataloguing, degaussing)
Cataloguing, formatting, and encrypting hard drives as needed
Mounting / dismounting hard drives from workstations as needed
Inventory tracking (receipt, storage, destruction)
Reset SFTP sites
Basic Workstation management (software update reminders, licenses, etc.
Compile, coordinate, analyze, distribute, and validate department reports on an on-going and timely basis
Ensure prompt communication and updates relevant to business processes and activities
Work closely with Global Relay's Administration department to coordinate incoming and outgoing deliveries
Coordinate media transfers with internal departments across global offices

Training

Train team members on Secure Data Room procedures & protocols as required
Ensure all documentation and training materials related to Secure Data Room assets are up to date and complete
Support training of new hires on all department admin processes and responsibilities

About you:

Post-secondary education; undergraduate degree or equivalent experience
Minimum of 1 to 2 years of experience in a dynamic office environment desired
Previous administration experience with the ability to manage multiple projects simultaneously desired
Excellent attention to detail and ability to work within defined legal policies and procedures
Strong written and verbal communication in English
Excellent time management skills
Prior experience of Microsoft Office (Outlook, Excel), Salesforce, and Confluence (Jira) applications desired

Working conditions:

Standard office hours
Statutory Holiday coverage as needed

Compensation:Global Relay advertises the pay range for this role in compliance with British Columbia's pay transparency laws. Individual pay rates are determined by evaluating factors such as expertise, skills, education, and professional background.The range below reflects the expected annual base salary, which is only one element of our comprehensive total rewards package designed to reflect our company pay philosophy, culture and values. We aim to foster an inspiring work environment and support employees' work-life rhythms. We provide a comprehensive extended health benefits program, including virtual healthcare and a wellness allowance. Employees also receive annual allotted vacation days, which increase based on tenure. Other benefits include: Paid sick days, maternity/parental enhancement program, bonus, and an RRSP contribution matching program.For Vancouver-based employees, we provide a subsidized meal program, courtesy of our talented in-house culinary team!British Columbia - Base salary range$45,000 - $55,000 CADWhat you can expect:At Global Relay, there's no ceiling to what you can achieve. It's the land of opportunity for the energetic, the intelligent, the driven. You'll receive the mentoring, coaching, and support you need to reach your career goals. You'll be part of a culture that breeds creativity and rewards perseverance and hard work. And you'll be working alongside smart, talented individuals from diverse backgrounds, with complementary knowledge and skills.Global Relay is an equal-opportunity employer committed to diversity, equity, and inclusion.We seek to ensure reasonable adjustments, accommodations, and personal time are tailored to meet the unique needs of every individual.To learn more about our business, culture, and community involvement, visit .Create a Job AlertInterested in building your career at Global Relay? Get future opportunities sent straight to your email. Create alert

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