Information Governance and Records (IGR) Practice Support Specialist

Palo Alto, CA

Summary

A leading, full-service international law firm seeks an Information Governance and Records (IGR) Practice Support Specialist to support the firm’s information governance and records management program. Under the direction of the IGR Practice Support Manager, the IGR Specialist helps 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.

Responsibilities

• 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 approach. Effectively supports internal departments, external clients, and vendors through clear, courteous communication via electronic correspondence, telephone, and in-person interactions.

Qualifications

• Strong interpersonal and customer service skills with the ability to communicate clearly and effectively with vendors and people at all levels of the firm; must be able to work independently and as part of a team.
• Ability to 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 stand-up training and facilitation.
• Ability to 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 to meet the demands of the job.
• Ability and willingness to lift up to 50 pounds.
• Openness to technological change, including generative AI tools, with a willingness to actively develop comfort with new tools and adapt how work is performed to support efficiency and innovation.
• Three or more years of experience related to the duties or skills described; experience in a legal or corporate records/information management environment highly desired.
• Demonstrated experience with document and records management systems required; iManage Work and iManage Records Manager preferred.
• Comprehensive computer literacy using applications such as iManage Work, iManage Records Manager, MS O365 applications (Outlook, Teams, Word, Excel, PowerPoint, OneDrive, SharePoint), and vendor platforms (e.g., Iron Mountain Connect).
• Bachelor’s degree strongly recommended, or considerable experience in a legal environment; IGP (Information Governance Professional) or similar certification preferred.

Compensation: $68,200.00-$85,200.00, plus bonus

39096