Administrative Assistant, Data Services

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 worlds 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. Its 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 addition this role is responsible for overseeing data room operations including inventory management procurement maintenance and the handling of physical media

Your 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 Relays 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

What you can expect:

At Global Relay theres no ceiling to what you can achieve. Its the land of opportunity for the energetic the intelligent the driven. Youll receive the mentoring coaching and support you need to reach your career goals. Youll be part of a culture that breeds creativity and rewards perseverance and hard work. And youll 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 .