Administrative Assistant

4 weeks ago

London, United Kingdom Global Relay Full time

**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.

**Your Job**:
Global Relay's Administration team provides support to our customers and clients worldwide. The Administration team is responsible for front-end client support by answering inquiries and directing them to appropriate parties. The team provides assistance and support for Global Relay team members in daily office operations, manages office supplies and equipment, and maintains the office appearance and cleanliness. With this, your role will be fully office based.

**Your Role**:

- 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 complemented by relevant work experience or training is preferred
- Previous experience working in technology sales and/or IT channel preferred
- Strong verbal and written communication skills, interpersonal and listening skills
- Excellent customer service and presentation skills
- Proficient in Microsoft Office Applications (Word, Excel, PowerPoint & Outlook)
- Exceptional time-management, organizational and prioritizing skills with great attention to detail is essential
- Comfortable working with technology and computers and demonstrates ability to learn new software quickly
- Strong work ethic with a willingness to multi-task and 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 mínimal 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
- Previous experience with Salesforce or other CRM system is an asset

**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

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