Administrative Assistant - Vancouver, British Columbia, Canada

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 reg ...

Job description

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're looking for an energetic, detail-oriented individual with superb customer service skills to join our growing administration team. As an Administrative Assistant, you will provide comprehensive client support to the daily processes and business operations of our fast-paced organization.

The role requires a resourceful individual who is energetic, adaptable, logical, tech-savvy, and works well independently but thrives in a team environment; someone who enjoys learning, building relationships, and possesses good business acumen.

The role may require you to work on statutory holidays.

Are you up for the challenge?

Your responsibilities:

• Perform administrative duties such as phone operation including handling telephone calls and relaying messages to appropriate departments or individuals
• Perform administrative duties in SalesForce CRM software such as data entry, client file updates, and ensuring data accuracy
• Perform administrative duties through Outlook using scheduling assist
• Prepare appropriate agendas for meetings and ensure necessary actions are taken to prepare for client meetings in the office
• Provide assistance and support for Global Relay team members in daily operations, such as organizing internal and client meetings. This includes booking meeting rooms and providing any necessary tools for the meeting
• Compose external correspondence to Global Relay customers in a professional and friendly matter
• Support various departments in coordinating meeting and training schedules, and circulating agendas and training materials
• Ensure that office equipment is running smoothly and arrange for equipment repairs and maintenance
• Prepare correspondence such as memos and letters to accompany shipments to other Global Relay offices
• Distribute incoming deliveries and faxes

Office Management:

• Manage office supplies and equipment daily
• Maintain office appearance and cleanliness

Client Facing:

• Greet clients and guests and confirm whether they should be given right of entry to meet specific individuals
• Ensure visitors/clients are taken care of and adhere to office security procedures

Projects:

• Various other duties as projects arise within the Administration team

Specialized Duties:

• Reach out to customers who have been unresponsive to training requests for Training Team – include notes in SalesForce with updates
• Book flight and hotel accommodations for employee travel.
• Accept GR Bistro Payments and tallying the float each day.
• Maintain inventory of office supplies and ensure that supplies are ordered on time.
• Training other members of the administration team.

About you:

• Post-secondary education
• Minimum 2 years relevant customer service experience
• Ability to speak and write English fluently and possess excellent interpersonal and communication skills with excellent telephone etiquette
• Strong knowledge of MS Office Suite, including Outlook, Word, Excel, and PowerPoint
• Exceptional time-management, organizational, and prioritizing skills with great attention to detail
• Strong work ethic with a willingness to multi-task and be flexible to take on varied responsibilities
• Ability to exercise tact and discretion, and can be entrusted with confidential information
• Good judgment to proactively and independently solve problems and make decisions
• Goal oriented self-starter who can work independently and reliably with minimal supervision and has an appetite for continuous learning
• Comfortable working under pressure in a fast-paced environment
• A friendly, "can-do" attitude and customer focused approach that will enable you to deal with challenging situations with integrity, empathy and sincerity

Note: this role is carried out onsite at our Gastown office location. Submitting a cover letter in addition to your resume is highly encouraged for this role.

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 $40,000—$45,000 CAD

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.

To learn more about our business, culture, and community involvement, visit