Administrative Support, Data Services

Who we are:

For over 20 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:

Are you someone who thrives on keeping things running like a well-oiled machine, who can juggle multiple tasks simultaneously, while making it look effortless? Then this is the ideal opportunity! This role is the organizational backbone of our department and works closely with leaders and other team members to ensure deadlines are met, projects stay on track, and no details slip through the cracks. If you enjoy a challenging environment and problem solving, you'll feel right at home here.

The Data Services team provides audit, eDiscovery, and data migration support to our global customer base. The team is a specialized professional services department that delivers service and industry expertise on data management inquiries for compliance, legal, and business purposes. You would provide operational support to the Data Services department by completing administrative tasks such as billing, shipping, reporting, and case creation, in addition to overseeing all data room requirements, such as inventory, procurement, maintenance, and physical media handling.

Your job: 

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).
• 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 fstration 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.
• 100% in-office requirement.
• 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, corporate bonuses, and an RRSP contribution matching program. 

For Vancouver-based employees, we provide a subsidized meal program, courtesy of our talented in-house culinary team!

What 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.

We understand flexible work arrangements are important, and we encourage that in our work culture. Whether it’s flexibility around work hours, workstyle, or lifestyle, we want to ensure our employees have a healthy work/life balance. We support and value a hybrid work model that blends collaboration with the team in the office and focus time from the comfort of your home.

To learn more about our business, culture, and community involvement, visit www.globalrelay.com.