Administrative Assistant, Data Services

Global Relay • Vancouver, BC

17d • $45,000 - $55,000

About The Position

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 media

Requirements

• 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

Responsibilities

• 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
• 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
• 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)
• 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
• 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

Benefits

• comprehensive extended health benefits program, including virtual healthcare and a wellness allowance
• annual allotted vacation days, which increase based on tenure
• Paid sick days
• maternity/parental enhancement program
• bonus
• RRSP contribution matching program
• subsidized meal program

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Number of Employees: 501-1,000 employees