Compliance Specialist

Job Description

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WilmerHale is a leading, full-service international law firm with 1,000 lawyers located throughout 12 offices in the United States, Europe and Asia. 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.

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What You Will Be Doing

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Responsible for directly supporting the Information Governance and Records (IGR) compliance function and related responsibilities under the direction of the IGR Manager.

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About This Role

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• Obtains subject matter expertise of the IGR Manager for contextual guidance and direction on general and day-to-day department and firm-wide responsibilities and assigned projects. 
• Processes firm-wide preservation holds. Maintains holds database and consults with General Counsel and practice teams to respond to requirements of legal preservation holds. Facilitates legal hold notification, monitoring, and compliance. 
• Works with case teams to ensure firm-wide compliance and coordination of court and administrative destruction orders including receipt, dissemination, and tracking.
• Assumes ownership and provide oversight and guidance during end-to-end client and lawyer and employee on-boarding and off boarding activities including reviewing the accuracy and completeness of requests from clients and external parties, creating request management system tickets, escalating tasks to other IS teams, notification to timekeepers and administrative departments, import, identification and review of relevant physical documents and emails, and performs export and transfer of electronic records. 
• Works with successor counsel and client’s office to identify requirements for content and ensures secure transfer and record keeping for client transfers.
• Reviews and resolves individual user content stored in Outlook mailboxes and client required collaboration solutions when required.
• Uses firm's e-discovery solutions to review large mailboxes and identify content required to be retained in the client matter file. Supports Information Security initiatives. Provides support for data loss prevention activities along with Senior Compliance Specialists. 
• Coordinates the creation and maintenance of permissions restrictions (Restricted Matters) across systems where appropriate to assure data privacy and security. 
• Ensures firm personnel, including supporting staff, comply with document retention policies.
• Maintains document and records series schedules for client, administrative, vital, operational, and historical records. 
• Schedules records for review and destruction including generating and distributing reports, obtaining written approvals, and ensuring records are destroyed in accordance with Firm policy and regulatory requirements. 
• In conjunction with the General Counsel’s office, monitors, enforces compliance with the Firm’s Information Governance, Records Management and Retention Policies including supporting ongoing education initiatives. 
• Follows up on and escalates outstanding customer requests to ensure timely response and completion in accordance with established policies, procedures, and service level agreements.
• Maintains key performance statistics and provides periodic reporting to Manager.
• Ensures timely database updates and corrections such as global moves, and retention notations.
• Consistently supports the collective team and Department work product by communicating and collaborating in a manner that enhances individual and team productivity.
• Seeks the IGR Manager’s guidance in connection with all internal and administrative objectives and policies including planned time off, overtime, and scheduling requests; work allocation and completion objectives; and clarification regarding general workplace, team collaboration, and performance expectations. 
• Displays professionalism, quality service and a “can do” attitude to internal members/departments of the Firm as well as external clients and vendors via electronic and print correspondence, over the telephone and in-person.
• Assumes additional responsibilities as assigned, including performing project-related work. 

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Required Skills

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Your Qualifications/What You Will Bring

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• Ability to use (or ability to learn) at a highly proficient level, standard office software applications in use at WH including M365 tools, iManage Work, iManage Records Manager, Elite, , Milan, Adobe Acrobat, Microsoft Office suite particularly Word, Excel, PowerPoint, DISCO and Outlook, file sharing and transferring applications, and other resources as requested.
• Ability to work effectively with minimal supervision in an atmosphere of multiple projects, shifting priorities, and deadline pressures.
• Strong interpersonal skills required to collaborate effectively with lawyers and firm personnel at all levels at the firm. Must be able to work independently and as part of a team.
• Must project a professional demeanor, effectively represent the firm, exhibit sound judgment, and maintain confidentiality.
• Superior attention to detail, proofreading skills, problem solving capabilities, strong organizational, project management, and multi-tasking skills. Must show initiative and be willing to take ownership of projects.
• Ability to effectively apply knowledge and skills and act as change agent as it relates to technology, workflow, and digitization. 
• Ability to meet strict deadlines and effectively complete designated job assignments under considerable time pressure.
• Available to work before or after normal working hours and travel as necessary to meet the demands of the job and needs of the firm.
• Excellent analytical skills, including the ability to compile, review, and determine logical conclusions or recommendations based on data and information which is varied in content and format.
• Ability to apply research and computerized analysis techniques and methodologies to assigned projects.
• Business writing skills including knowledge of business English, vocabulary, punctuation, grammar, and spelling as necessary to present routine business information in established formats. 

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Education Required Experience

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• Bachelor’s Degree or equivalent experience

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Experience

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• Two years’ experience related to the duties or skills described herein. Law firm or corporate compliance experience highly desired. 

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For Additional Information About Our Benefits, Please Click Here.

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This job description is intended to describe the general nature and level of the work being performed by employees in the position. It is not intended to be a complete list of all responsibilities, duties, and skills for positions. The firm reserves the right at all times, in its sole discretion, to add or subtract duties and responsibilities, as it deems necessary.

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WilmerHale is an Equal Opportunity Employer. All qualified applicants will receive consideration without regard to race, color, religion, gender, sexual orientation, gender identity, national origin or ancestry, age, disability or veteran status, or other protected status.