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.

 What You Will Bring to This Position

• Strong interpersonal and customer service skills and ability to communicate clearly and effectively, required to work effectively with vendors, and people at all levels at the firm.  Must be able to work independently and as part of a team.
• Maintain confidentiality, exercise sound judgment, and be respectful of others’ time
• Highly organized with a talent for documenting and providing clear visibility into work activities and priorities; ability to work effectively with general supervision in an atmosphere of multiple projects, shifting priorities, and deadline pressure.
• Keen analytical, troubleshooting, and problem-solving skills, including the ability to compile, review, and determine logical conclusions or recommendations based on data and information
• Willing and able to take initiative and show ownership of assignments and projects.
• Ability to train and guide others performing closely related or allied work, and to conduct one-on-one and standup training and facilitation.
• Promptly respond to service requests with a heightened sense of urgency in high-pressure circumstances.
• Available to work before or after normal working hours as necessary in order to meet the demands of the job and needs of the firm.
• Ability and willingness to lift up to 50 pounds.
• Remains open to technological change as generative AI becomes more integrated into the firm’s practice, actively develop comfort with new tools, and adapt how work is performed to support efficiency and innovation.

 Why Join Us?

• A values?driven firm that fosters collaboration and respect
• The hiring range for this position is $68,200 - $85,200 annually, with final compensation based on experience, qualifications and internal equity.
• Medical, dental, and vision insurance
• 401(k) with company match and profit-sharing options
• Paid time off and holidays
• For additional information about our benefits, please click here

 Our Commitment

Wilmer Cutler Pickering Hale and Dorr LLP (WilmerHale) is an equal opportunity employer and is committed to compliance with all applicable laws prohibiting employment discrimination. It is our policy to take all employment actions and make all employment decisions without regard to race, color, religion, creed, gender, sex (including pregnancy), sexual orientation, gender identity or expression, national origin, ancestry, age, marital status, citizenship status, genetic predisposition or carrier status, disability, military status, status as a disabled or other protected veteran, or any other protected status under applicable law. WilmerHale will make reasonable accommodation for qualified individuals with disabilities and otherwise as required by applicable law.

For more information about Equal Employment Opportunity, please click here.

Job Location

Palo Alto, California, United States

Required Experience

• Three years’ or more experience related to the duties or skills described herein.
• Legal or corporate records/information management environment experience highly desired.
• Demonstrated experience with document and records management systems is a must; preferably iManage Work and iManage Records Manager
• Comprehensive computer literacy using applications such as electronic document and records management systems (iManage Work, iRM), MS O365 applications (Outlook, Teams, Word, Excel, PowerPoint, OneDrive, SharePoint), and vendor platforms (e.g. Iron Mountain Connect)

Education

• Bachelor’s degree, strongly recommended, or considerable experience in a legal environment.
• Master’s degree in information science or related field, preferred.
• IGP (Information Governance Professional) or similar certification, preferred.

About WilmerHale

Wilmer Cutler Pickering Hale and Dorr LLP (WilmerHale) provides legal representation across a comprehensive range of practice areas that are critical to the success of its clients. The law firm’s leading intellectual property, litigation/controversy, regulatory and government affairs, securities, and transactional groups participate in some of the highest-profile legal and policy matters. With a staunch commitment to public service, the firm is renowned as a leader in pro bono representation. WilmerHale has more than 1,000 lawyers in 12 cities worldwide.

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