Executive Assistant/Project Manager

Falcon Rappaport & Berkman • Full-time • New York, New York, United States • 1d ago

Position Summary
Falcon Rappaport & Berkman seeks a highly organized, discreet, and proactive Executive Assistant/Project Manager to provide high-level administrative, operational, and project management support to the firm’s Chief Innovation Officer. The Chief Innovation Officer oversees the firm’s artificial intelligence initiatives and intellectual property matters. The Executive Assistant/Project Manager will serve as a trusted point of contact for attorneys, staff, clients, and technology vendors, manage a fast-paced calendar, lead and coordinate projects from planning through completion, and handle sensitive and confidential information with the utmost professionalism.
Key Responsibilities

Manage the Chief Innovation Officer’s calendar, including scheduling internal meetings, client calls, vendor demonstrations, and conferences, and proactively resolving conflicts.
Serve as the primary liaison between the Chief Innovation Officer and firm leadership, practice groups, clients, and outside technology vendors.
Coordinate artificial intelligence initiatives, including tracking project timelines, organizing pilot programs and training sessions, and maintaining records of AI tools, vendors, licenses, and usage policies.
Prepare, edit, and format correspondence, presentations, reports, memoranda, and committee materials.
Coordinate meetings and committee sessions, including preparing agendas, assembling materials, taking minutes, and tracking action items to completion.
Assist with vendor management, including contract and renewal tracking, invoice processing, and budget and expense monitoring for innovation-related programs.
Arrange domestic and international travel, prepare itineraries, and reconcile expense reports.
Maintain organized electronic and physical filing systems and handle privileged, confidential, and proprietary information with strict discretion.
Monitor developments in legal technology and artificial intelligence and prepare research summaries as requested.
Plan and manage innovation and AI projects from initiation through completion, including defining scope, objectives, deliverables, milestones, and success metrics in coordination with the Chief Innovation Officer.
Develop and maintain project plans, schedules, and resource allocations, and track progress against timelines and budgets.
Coordinate cross-functional project teams, including attorneys, IT, knowledge management, and outside vendors, assigning tasks and ensuring accountability for deliverables.
Identify project risks, issues, and dependencies, and develop mitigation plans and escalate matters to the Chief Innovation Officer as appropriate.
Prepare regular status reports and dashboards for the Chief Innovation Officer and firm leadership summarizing project progress, key decisions, and outstanding items.
Support change management and adoption efforts for new technology, including communication plans, user training, feedback collection, and post-implementation reviews.
Perform other administrative duties as assigned.

Required Qualifications

Minimum of five years of experience as an executive or legal assistant, preferably supporting senior leadership in a law firm or professional services environment.
Bachelor’s degree or equivalent combination of education and experience.
Advanced proficiency in Microsoft Office 365 (Outlook, Word, Excel, PowerPoint, and Teams) and comfort learning new technology platforms quickly.
Exceptional organizational and time-management skills, with the ability to manage competing priorities and deadlines.
Excellent written and verbal communication skills and strong attention to detail.
Demonstrated discretion and judgment in handling confidential and privileged information.
Hands-on experience using generative AI tools (such as Microsoft Copilot, ChatGPT, Claude, Harvey) in a professional setting, with an understanding of responsible AI use, including protecting confidential and privileged information.

Preferred Qualifications

Experience with CRM tools.
Experience with project management tools and document management systems; project management certification (such as PMP, CAPM, or Agile/Scrum) is a plus.

Work Environment

This position is based in a professional office environment. Occasional work outside normal business hours may be required to meet deadlines or support time-sensitive matters.
Falcon Rappaport & Berkman is an equal opportunity employer and does not discriminate on the basis of any characteristic protected by applicable law.

Salary