Executive Assistant/Project Manager
About The Position
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, who oversees the firm’s artificial intelligence initiatives and intellectual property matters. The role serves as a trusted point of contact for attorneys, staff, clients, and technology vendors; manages a fast-paced calendar; leads and coordinates projects from planning through completion; and handles sensitive and confidential information with professionalism. The 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.
Requirements
- At least five years of experience as an executive or legal assistant.
- Bachelor’s degree or an equivalent combination of education and experience.
- Advanced proficiency in Microsoft Office 365, including Outlook, Word, Excel, PowerPoint, and Teams.
- Ability to learn new technology platforms quickly.
- Exceptional organizational and time-management skills, including 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.
- Professional experience using generative AI tools, such as Microsoft Copilot, ChatGPT, Claude, or Harvey, and understanding of responsible AI use, including protecting confidential and privileged information.
Nice To Haves
- Experience supporting senior leadership in a law firm or professional services environment.
- Experience with CRM tools.
- Experience with project management tools and document management systems.
- Project management certification, such as PMP, CAPM, or Agile/Scrum.
Responsibilities
- Manage the Chief Innovation Officer’s calendar, schedule meetings and events, and proactively resolve 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 timelines, organizing pilot programs and training, 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 by preparing agendas and materials, taking minutes, and tracking action items to completion.
- Assist with vendor management, 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 discreetly.
- 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, 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; assign tasks and ensure accountability for deliverables.
- Identify project risks, issues, and dependencies; develop mitigation plans and escalate matters as appropriate.
- Prepare status reports and dashboards for the Chief Innovation Officer and firm leadership covering project progress, key decisions, and outstanding items.
- Support technology change management and adoption, including communication plans, user training, feedback collection, and post-implementation reviews.
- Perform other administrative duties as assigned.
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What This Job Offers
Job Type
Full-time
Career Level
Senior
