Job Purpose:

The Data Room Executive is responsible for the efficient setup, administration, and ongoing support of virtual data rooms for the firm's client transactions and internal projects. This role ensures the secure, accurate, and timely management of critical documents within the data room environment, providing essential support to legal teams and clients throughout complex processes. The Executive will play a key role in the successful deployment and adoption of the firm's data room capabilities.

Key Accountabilities:

Virtual Data Room Setup & Configuration:

• Set up and configure virtual data rooms according to matter specifications, client requirements, and firm standards.
• Create and manage user accounts, permissions, and access levels, ensuring strict adherence to security protocols and confidentiality agreements.
• Design and implement data room structures, indexing, and categorisation to facilitate efficient document organisation and retrieval.

Document Management & Upload:

• Manage the secure upload, indexing, and organisation of large volumes of sensitive documents into virtual data rooms, working with Legal Department Support colleagues.
• Ensure all documents are correctly formatted, named, and categorised according to established guidelines.
• Carry out redaction of commercially sensitive information in accordance with established redaction protocols. Perform quality checks on uploaded documents to ensure accuracy and completeness.

User Support & Training:

• Provide first-line technical and administrative support to internal legal teams and external clients regarding data room functionality, access, and usage.
• Conduct basic training sessions or provide guidance to users on how to navigate and utilise the data room effectively.
• Troubleshoot and resolve user access issues or technical queries related to the data room platform.

Data Room Monitoring, Reporting  & Closure:

• Monitor data room activity, including user access, document views, and downloads, to provide insights and reports to legal teams.
• Generate regular reports on data room usage, progress, and key metrics as required by project teams.
• Ensure data room activity logs are maintained for audit and compliance purposes.
• Manage data room closure procedures in full, including locking rooms, archiving content

Security & Compliance:

• Strictly adhere to all firm policies and procedures related to data security, confidentiality, and information governance within the data room environment.
• Ensure compliance with relevant regulatory requirements pertaining to data handling and storage.
• Identify and report any potential security breaches or compliance concerns to the Lead, Digital Document Services.

Process Adherence & Improvement:

• Follow established processes and workflows for data room management, contributing to the standardisation and efficiency of the service.
• Provide feedback and suggestions for improving data room processes and functionality to the Lead, Digital Document Services, and the Director of Service Transformation.
• Actively participate in the roll-out and adoption of new data room capabilities and features.

Skills and Experience:

• Proven experience in virtual data room administration and support, preferably within a legal, financial, or professional services environment.
• Hands-on experience with leading virtual data room platforms (e.g., Intralinks, Datasite, HighQ, Ansarada).
• Strong understanding of data security principles and confidentiality requirements.
• Exceptional attention to detail and accuracy in document management and data entry.
• Excellent communication skills, both written and verbal, with the ability to explain technical concepts clearly to non-technical users.
• Strong problem-solving abilities and a proactive approach to user support.
• Ability to manage multiple data room projects simultaneously and work effectively under pressure.
• Proficiency in Microsoft Office, particularly Word and Excel.
• A client-focused and service-oriented approach.

Key Relationships:

• Lead, Digital Document Services (Direct Manager)
• Legal teams (Partners, lawyers, Legal Departmental Support Leads and Executives)
• External clients and their advisors
• Risk and Compliance Director (for data security and regulatory matters)
• IT Department (for technical infrastructure support)

Performance Measures:

• Accuracy and timeliness of data room setup and document uploads.
• User satisfaction with data room support and functionality.
• Adherence to data security and confidentiality protocols.
• Efficiency in resolving user queries and technical issues.
• Contribution to the successful roll-out and adoption of data room capabilities.

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