Information Governance Assistant

at  Ropes Gray

ABOUT ROPES & GRAY

Ropes & Gray is a preeminent, global law firm. The firm has been ranked in the top-three on The American Lawyer’s prestigious “A-List” for seven years and is ranked #1 on Law.com International’s “A-List” in the U.K.—rankings that honor the “Best of the Best” firms.
The firm has approximately 2,500 lawyers and professionals serving clients in major centers of business, finance, technology, and government in Boston, Chicago, Dublin, Hong Kong, London, Los Angeles, New York, San Francisco, Seoul, Shanghai, Silicon Valley, Singapore, Tokyo and Washington, D.C.
The firm has consistently been recognized for its leading practices in many areas, including asset management, private equity, M&A, finance, real estate, tax, antitrust, life sciences, health care, intellectual property, litigation & enforcement, privacy & cybersecurity, and business restructuring.
Ropes & Gray is an equal opportunity employer.

JOB SUMMARY:

As a valued member of the Information Governance (IG) team, you will join a highly skilled and motivated team of Information Governance professionals. We are looking for someone to assist in the operation of a centralized system of maintenance for the firm’s client files: organize, collect, and file all incoming related work; retrieve and distribute files upon request; update the Records Management database (IRM); scan documents as required; assist with special departmental assignments as needed.

SKILLS YOU CAN CONTRIBUTE TO THE TEAM

• Organize and prioritize numerous tasks and complete them under time constraints
• Receive and follow instructions effectively from internal and external clients
• Follow up and follow through
• Accomplish a task thoroughly with concern for all aspects, no matter how small
• Interact effectively with all levels of personnel including attorneys, management staff, and support team using all forms of communication
• Creative and proactive problem-solving within department policies and procedures
• Successfully contribute in a team environment
• Show poise, flexibility, and maintain a professional manner in all situations
• Communicate effectively with people and handle issues through to resolution
• Reliable and punctual
• Work in a multi-office environment
• Succeed in a culturally and educationally diverse environment

EDUCATION AND EXPERIENCE

• Bachelor’s degree required
• One year of office experience including data entry, records filing and related duties preferred; law firm experience a plus
• Proficiency with Microsoft office; advanced Excel skills required

• Enter information into Records Management and Document Management databases;
• Properly file and account for all records following specific department/firm procedures; edit existing records as required
• Prepare new files
• Transfer inactive files to the warehouse
• Prepare boxes for offsite storage; retrieve boxes as required
• Research information on file history, activity, etc.
• Work on our team as a customer service representative
• Solve problems and ensure compliance with department procedures
• Track, organize, and retrieve files from central Records Department or warehouse
• Assist Information Governance Supervisor with the attorney departure process
• Ensure proper filing of attorney email in firm document management system
• Participate in team meetings and professional development
• Assist Information Governance Mobility Specialist with review and release of designated client records (physical and electronic) for transfer out of the firm
• Assist Senior Information Governance Disposition Specialist with review and possible disposition of client and firm information per established policies and procedures
• Contribute to the overall success of the local and firm-wide IG team
• Train new and existing employees under guidance of IG Specialist or IG Operations Team Lead
• Perform other work-related duties as assigned
• Capability to lift boxes weighing at least twenty-five pounds repeatedly is required