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Information Governance Assistant

Ropes & Gray LLP
Boston, MA
United States

About Ropes & Gray
Ropes & Gray LLP is a preeminent global law firm focused on providing the highest-quality advice on our clients’ critical legal and business issues. Our global team of 2,500 talented professionals regularly helps clients meet high-stakes challenges, solve complex problems and achieve key goals. These colleagues work together across a global office network that includes offices in Boston, Chicago, Hong Kong, London, New York, San Francisco, Seoul, Shanghai, Silicon Valley, Tokyo and Washington, D.C.

We are a contemporary firm that can bring more than 150 years of legal and institutional history to bear on the challenges clients face in today’s 24/7 global business environment. Our collaborative approach gives our clients—which include many of the world’s most respected companies and institutions—ready access to leading corporate, litigation, transactional and regulatory lawyers whose knowledge and experience span industries and geographies.

With an international presence, we focus on a number of key industries, including private equity; asset management; life sciences and health care; investment banking; technology, media and telecommunications; and consumer and retail. Our clients include global industry leaders, financial institutions, investment firms, private equity firms, hospitals and health care organizations, educational institutions, and individuals.

We have consistently been recognized for our leading practices in many areas, including private equity, M&A, finance, asset management, 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.

DAY IN THE LIFE OF AN IG ASSISTANT:

Enter information into Records Management database (IRM)
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 Analyst 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 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 Sr. IG Assistant and/or IG Analyst
Perform other work-related duties as assigned
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
WHAT WE CAN OFFER YOU:

Expanded skill set, both technical and “soft” skills
Work side by side with a talented team
Opportunity to explore career options within a law firm
Learn from a highly skilled and motivated team of Information Governance professionals
EDUCATION AND EXPERIENCE:

Bachelor’s degree required.
One year of office experience preferred including data entry, records filing and related duties; law firm experience a plus
Proficiency with Microsoft office
iManage Records Manager (IRM) experience a plus
Experience with iManage/FileSite or similar document management system preferred
Experience working with electronic records system preferred
Familiarity with records/document retention procedures preferred
Familiarity with incoming and outgoing records transfer procedures preferred
JOB RELATIONSHIPS:

IG Assistant reports to the Manager of Information Governance or the Information Governance Supervisor and interacts daily with: IG team, attorneys, paralegals, and administrative support team.

WORKING CONDITIONS:

Normal office environment and schedule; capability to lift boxes weighing at least twenty-five pounds repeatedly is required.

The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of essential functions, responsibilities or requirements.