Information Governance Assistant

Summary 

This position provides front-line assistance to end-users in managing information in accordance with established firm protocols and assists in the management of onsite and offsite vault storage. Under the direction of the Head of Information Governance and the Regional Information Governance Supervisor, the Information Governance Assistant will be responsible for deploying and enforcing Information Governance policies and procedures to support the firm's Information Governance initiatives.

Primary Functions

• Independently prioritize & accomplish multiple tasks in a fast-paced, deadline driven and detail-oriented work environment;
• Implement and enforce adherence to Information Governance policies to ensure compliance with the firm's legal obligations, operational requirements, and risks. Provide guidance and training to attorneys and staff as necessary;
• Manage and coordinate scanning activities to ensure projects are completed timely, accurately and according to Information Governance policies;
• Coordinate routine audits of physical record inventories;
• Receive, respond to and process or, when necessary, escalate requests for records accurately and in a timely manner.
• File paper and electronic client documents and records onsite or code for archive storage accurately and on a timely basis.
• Arrange for pick-ups and deliveries of records with archive facilities.
• Maintain accurate database records regarding the status and circulation of records.
• Ensure adequate levels of supplies are maintained for records service needs.
• Ensure proper records security by following established procedures to control access and protect custodial information; maintain confidentiality of client and firm matters.
• Assist in various records-related projects as necessary or as directed.
• Participate in the collection, review and transfer of electronic and paper records in compliance with file transfer requests.
• Ensure all firm personnel comply with technology, security, and document retention guidelines.
• Facilitate the disposition of records, in accordance with retention policy and established procedures.
• Resolve administrative issues when necessary, working with Manager and using appropriate conflict resolution methods.
• Perform other job related duties as assigned, including project-related work and providing back up to others in the office.

Specific Skills Required

• Ability to exercise independent judgment, take initiative, and effectively prioritize and multitask
• Extremely detail oriented
• Proficiency in MS Office suite
• Ability to quickly learn new technology
• Solid problem solving skills, a calm and focused attitude, and ability to work effectively with personnel in varied positions throughout the firm
• Excellent written and verbal communication skills
• Ability to work well with others as a team
• Knowledge of industry best practices and data governance strongly preferred
• Ability to exercise discretion and maintain confidentiality of firm records and information
• Perform repetitive tasks over sustained periods of time (file shifts, file moves)
• Regularly lift, rearrange and carry materials weighing up to 40 pounds
• Strong sense of urgency and a high energy level

Experience and Education Required

• High school diploma required; Bachelor’s Degree preferred.

About Withersworldwide

For 125 years, our firm has focused on and helped successful people, families, entrepreneurs, family businesses, governments and institutions negotiate the wide range of legal issues they face in their business and personal lives. Over time, we have gained valuable insights into the ways wealth can be generated, preserved, deployed and enhanced. We assist our clients in a variety of industry sectors including real estate, manufacturing, motorsport, luxury brands, sport, hotels and hospitality, technology, energy, art and cultural assets, life sciences, charities and philanthropy and financial services. With 17 offices our experience means we can see the global picture. We provide legal advice across a range of different practice areas including estate planning, personal and corporate tax and, corporate, banking and finance, access to capital (both private and public) both equity and debt, real estate, intellectual property, immigration, international trust structuring, philanthropy, luxury assets, international probate, public international law and international arbitration. 

Equal Opportunities Employment Statement 

Withers Bergman LLP is an Equal Employment Opportunity employer.  Equal employment opportunity has been and will continue to be a fundamental principle at the firm. Employment at the firm is based upon personal capabilities and qualifications without regard to race, color, gender, sex, age, religion, creed, national origin, ancestry, citizenship, marital status, sexual orientation, physical or mental disability, medical condition, military and veteran status, gender identity or expression, genetic information, or any other characteristic protected by federal, state, or local law.  The firm prohibits and will not tolerate any discrimination or harassment on the basis of any of these classifications or characteristics.

If you are interested in applying for employment and need special assistance or an accommodation to use our website to apply for a position, please contact the firm at 203 789 1320 or email us.recruiting@withersworldwide.com with your request.  Determinations on requests for reasonable accommodation are made on a case-by-case basis.