Administrative Assistant

Your role:

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 audit, legal eDiscovery, and data management related inquiries.

As Data Service Administrative Assistant you will be the key point of contact responsible for all data room management requirements. This role will have sole ownership of maintaining systems, applications, workstations and media devices as well as managing all data room work processes are documented and current. Responsible for overseeing all data room contents which include data device/media management (inventory, procurement, maintenance, destruction of devices), media device tracking and record keeping in support of our organizational audit and SOC 2 compliance/audit requirements. The Data Services Administrative Assistant will also support internal requests for physical hard drive transfers.

Reporting to the Data Services Manager, the Data Services Administrative Assistant will also provide day-to-day administrative support to our Data Services department by completing tasks such as billing, shipping, reporting, case creating and general administrative tasks as required. 

Your responsibilities: 

Monitoring:

• Collaborating with Security teams to ensure compliance with regulatory and audit requirements
• Ensure all security protocols are implemented and maintained for compliance to internal and external audit requirements
• Review Secure Data Room activity logs to ensure adherence and compliance
• Collect data and monitor Secure Data Room workstations
• Conduct regular internal audits and/or checks to ensure compliance and adherence to ISO 27001 controls
• Participate in regular organizational quarterly audits
• Support the business and department in regular external audits to provide examples of controls and artifacts
• Monitor and Secure Data Room access in compliance to permissions granted

Maintenance:

• Take inventory of Secure Data Room internal and external customer assets including, inbound/outbound media tracking, hardware lifecycle, inventory management and media destruction
• Organize and management of all customer data device processes including tracking, labeling, cataloguing, and degaussing
• Cataloguing, formatting, and encrypting hard drives as needed
• Supporting department requests with mounting / dismounting hard drives from workstations as needed
• Follow escalation procedures as required for maintenance, decommission, replacement of servers, internal/external drives, etc.
• Work closely with CSOC & Ops teams for workstation maintenance ensuring necessary security software are installed and updated, permissions-based access is operational, secure transfer methods upheld
• Ensure timely software and OS patching on all Secure Data Room workstations including software update reminders, licenses, etc.
• Oversight and management of device inventory processes and tracking of receipt, storage and destruction
• Review/monitor processes to recommend new opportunities to improve effectiveness, efficiency and Secure Data Room security
• Assist with process improvement initiatives to strengthen business continuity and risk management

Administrative:

• Provide administrative assistance and support to the Data Services team 
• Salesforce case creation, management, contact detail updates, and data entry including account descriptions with related pricing
• Account Billing and Reporting (Billing SME), including custom requirements for Enterprise customers
• Management and tracking of Shipping and Customs policies, procedures, and pricing
• Inventory management (shipping supplies, licenses, etc.)
• Department management of resetting SFTP sites
• 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 timely communication and updates to relevant business processes and activities

Customer Service:

• Support all inbound and outbound deliveries of media and ensuring proper tracking of orders and shipments
• Work closely with Global Relay Administrative Team and internal departments to coordinate media transfers

Research: 

• Research and configure new network-attached storage devices being received from customer
  • Coordinate with customer facing, Ops and Data Center team members to connect devices to the network and establish accessibility
  • Configuring RAID set up for high volume data sets
• Research, test and troubleshoot new technology (software, hardware etc.) as needed
• Work with the DS Systems Lead to research, plan and implement updated hardware or infrastructure, as per business and security requirement

Training:

• Train new/existing team members on Secure Data Room procedures & protocols as required
• Ensure all documentation and training relating 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
• Fully onsite at our Gastown location