Administrative Assistant

Global Relay; Halifax (MA); On-site; USD 30,000 - 38,000; Full time

Job summary

Global Relay is seeking an Administrative Assistant for a 15-month contract based in Halifax. You will provide comprehensive administrative support to daily processes and operations, handling a high-volume phone switchboard, calendar management, data entry, and document preparation.

Qualifications include 5+ years in office support, fluency in English, strong MS Office skills, and the ability to multitask with discretion in a fast-paced environment. Salesforce CRM experience is a plus.

Qualifications

• Minimum 5 years of office assistant or similar experience.
• Fluent English speaking and writing with strong communication skills.
• Proficiency in MS Office (Outlook, Word, Excel, PowerPoint).
• Ability to manage calendars, data entry, and reporting.
• Able to handle confidential information with discretion.

Responsibilities

• Greet and direct visitors/clients; enforce security procedures on arrival.
• Maintain office appearance and support meeting rooms, supply stations, and common areas.
• Clean and organize kitchen and remove waste; maintain refrigerators and coffee machines.
• Coordinate with janitorial/building maintenance for cleaning and repairs.
• Manage office supplies, inventory, invoicing reconciliation, and purchases.

Skills

MS Office

Communication skills

Time management

Multitasking

Discretion

Tools

Salesforce CRM

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

As an Administrative Assistant you will provide comprehensive administrative support to the daily processes and business operations of our fast-paced organization. This is a 15-month contract position based in our Halifax office.

Your responsibilities

• Ensure that visitors/clients are greeted and directed appropriately upon arrival, and adhere to office security procedures upon check-in.
• Maintain office appearance and cleanliness; provide assistance and support for Global Relay team members in daily operations including the cleaning and organizing of meeting rooms, and supply stations.
• Maintaining the cleanliness of kitchen area, including unloading and loading the dishwasher, cleaning the communal refrigerators, coffee machines and other appliances.
• Liaise with office janitorial and building maintenance for facility cleaning and repair.
• Manage office supplies and equipment, including supplies inventory, ordering and distribution; prepare and conduct invoice reconciliation on a monthly basis.
• Perform office tasks such as handling a high-volume telephone switchboard (+50 calls), calendar management, data entry, filing, generate reports and presentations and mail receipt & distribution.
• Perform administrative duties in Salesforce CRM software and other software systems such as data entry, client file updates, and ensuring data accuracy.
• Support various departments in coordinating meeting and training schedules, circulating agendas and training materials.
• Various job-related duties as projects arise, such as event management.

About you

• Minimum 5 years relevant office assistance or 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; timely escalations as appropriate.
• 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.

Working conditions

• This role may require working on statutory holidays.

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 www.globalrelay.com.