Administrative Skills, Business Practices, Communication Skills, Customer Service Management, Customer Support/Service, Diversity, Document Management, Follow Through, Government, International Law, Leadership, Legal, Maintain Compliance, Maintenance Services, Onboarding, Operational Support, People Management, Procedure Development, Records Management, Training/Teaching
LOCATION
Palo Alto, CA
POSTED
12 days ago
WilmerHale is a leading, full-service international law firm with 1,000 lawyers located throughout 12 offices in the United States and Europe. Our lawyers work at the intersection of government, technology and business, and we remain committed to our guiding principles of providing quality, excellent legal and client services; developing diversity among our lawyers and staff and cultivating an environment that promotes an ambitious spirit, collaboration and collegiality by drawing on the extraordinary talents and dynamic experience of our lawyers. Our goal is to reflect the diversity of our clients and the communities in which we practice.
About the Role
Under the direction of the Information Governance and Records (IGR) Practice Support Manager, the IGR Specialist supports the firm's information governance and records management program by helping lawyers and business professionals manage physical and electronic information accurately, securely, and in accordance with firm policies. The role provides direct service, training, records coordination, compliance support, and operational follow-through across assigned offices, working closely with IGR leadership, departmental colleagues, allied business teams, practice group contacts and vendors to deliver responsive, consistent, and high-quality support.
What You Will Be Doing
Supports lawyers and business professionals with information governance, records management, and practice support needs, including onboarding, training, service requests, and day-to-day guidance on firm systems and procedures.
Identifies, classifies, audits, maintains, retrieves, circulates, digitizes, and updates physical and electronic records to ensure accuracy, completeness, confidentiality, and compliance with firm policies.
Coordinates file circulation, database updates, retention notations, global moves, past-due follow-up, reporting, and other records administration activities in accordance with established procedures and service levels.
Facilitates off-boarding and matter close-out activities by supporting retention, transfer, disposition, compliance review, and related coordination for departing personnel, clients, and assigned matters.
Maintains onsite secured storage spaces and workspaces managed by IGR, and completes assigned projects such as destruction, file clearance and cleanup, transfers, audits, inventories, office move support, and file space allocations.
Provides guidance and training to practice group personnel on email filing, document filing, records procedures, and use of the firm's enterprise records and document management systems.
Collaborates with IGR leadership, department colleagues, allied business units, vendors, and internal clients to deliver responsive, professional, and high-quality service.
Escalates outstanding requests, policy questions, work allocation issues, scheduling matters, and other operational concerns to the IGR Manager as appropriate.
Supports firmwide client service initiatives and assumes additional responsibilities or project-related work as assigned.
Travels twice monthly to the San Francisco office and periodically to the Los Angeles and Denver offices; works a hybrid schedule of four days in office and one day remote.
Demonstrates a strong commitment to professionalism, delivering high-quality service, and maintaining a positive, solution-oriented ("can-do") approach. Effectively supports internal departments, external clients, and vendors through clear, courteous communication via electronic correspondence, telephone, and in-person interactions.