Trust, AI & Privacy Operations Coordinator

Job offer

Summary of the job

An exciting opportunity for a highly organized and enthusiastic individual to join our small, dynamic Trust, AI & Privacy Office team (Trust Office) at RWS. This team is responsible for embedding trustworthy and compliant data handling practices across our global operations, with a special focus on the governance of Artificial Intelligence.

The Trust, AI & Privacy Operations Coordinator is a central pillar of our team's day-to-day effectiveness. The core of this role is the meticulous management of the organization’s data subject rights (DSR) process, ensuring every request is handled efficiently, accurately, and in strict compliance with global data protection legislation.

Beyond DSR management, the Coordinator takes ownership of critical operational functions for the Trust Office. This includes administering our privacy management platform (OneTrust), managing and curating the team’s intranet site, monitoring our primary Office email inboxes, and maintaining our digital record-keeping systems.

This position is critical to supporting our compliance goals. Success in this role requires a meticulous attention to detail, the ability to pragmatically multi-task in a fast-paced environment, and a relentless commitment to meeting deadlines. The ideal candidate will be a clear, concise, and timely communicator who keeps the team consistently informed of their progress. This is an excellent opportunity for a detail-oriented professional, passionate about AI and data privacy compliance who wants to develop their career within a strategic and evolving global function.

Key Responsibilities

Data Subject Rights (DSR) and Office Inboxes Monitoring

• You will assume end-to-end ownership of the DSR lifecycle at RWS. This includes receiving, logging, and triaging all incoming requests from our privacy inboxes (e.g., subject access, erasure, and rectification requests).
• You will proactively liaise with and chase internal stakeholders across various departments to gather responsive information. You will review and collate these materials for disclosure, draft formal responses, and ensure all requests are concluded within the strict timeframes prescribed by our policies and relevant laws.
• You will maintain precise, auditable records of all requests and their outcomes. You will be responsible for producing statistics, identifying trends or recurring issues, and promptly escalating complex or sensitive matters to senior members of the Trust Office for guidance. A focus on the continuous improvement of the DSR process is key.
• You will proactively contribute to AI & Privacy governance groups (e.g., Supply Chain) and collaborate closely with key stakeholders to streamline data handling processes.

AI & Privacy Assessments – Owner of OneTrust Platform

• You will act as the team's subject matter expert (SME) for our privacy management tools (OneTrust and/or equivalent platforms) and be the go-to person for the team and for business colleagues, taking ownership of logistical and process-related enquiries.
• You will manage the complete lifecycle of our AI & Privacy Assessment process. This involves developing and implementing assessment templates and questionnaires within OneTrust based on the team's requirements. You will launch and manage the assessment workflow, coordinate with business stakeholders to ensure timely completion, and maintain all assessment records.
• You will maintain full oversight of the assessment pipeline, providing regular progress status reports as required, including statistics and metrics. You will also assist in reviewing completed assessments for quality and consistency, flagging any identified issues to the Trust Office team members for further review.

Intranet site

• You will take full responsibility for the ongoing addition ‘management, maintenance, and continuous improvement of the Trust, AI & Privacy Office's intranet site, a key tool for our self-service compliance model.
• Your duties will include ensuring all content (e.g., guidance, policies, training materials) is accurate, up-to-date, and accessible. You will publish new content as directed and monitor site engagement to identify opportunities for enhancement.
• You will work closely with internal communications and IT teams as needed to implement technical updates and improve the site's functionality and user experience.

General Operational Support

You will provide comprehensive operational support to the wider Trust, AI & Privacy Office. This includes but is not limited to:

• assisting with the preparation of reports and management information
• producing key statistics and operational metrics
• supporting the delivery of training and awareness initiatives
• maintaining team documentation and process records
• coordinating meetings and tracking action items
• supporting ad-hoc projects as directed

Skills & Experience

• 1 or 2 years of experience in an operational, analyst or compliance-focused role. Newly Graduates are also encouraged to apply.
• A genuine and demonstrable interest in the evolving landscape of data privacy, artificial intelligence governance and regulation, and digital trust. We are looking for someone who is truly passionate about this field.
• Exceptional organizational and time-management skills, with a proven ability to manage multiple concurrent tasks, juggle competing priorities, and consistently meet strict deadlines in a fast-paced environment.
• An exacting level of attention to detail and a commitment to accuracy.
• Excellent written and verbal communication skills in fluent English.
• Proficiency in the use of the standard MS Office suite (particularly SharePoint, Excel, Word) and the ability, or a strong willingness, to quickly learn and master proprietary software and tools like OneTrust.
• An enthusiastic, proactive, and eager-to-learn mindset with a clear capacity and desire for professional growth within the role and the team.