Executive Assistant/Project Manager

Falcon Rappaport & Berkman•New York, NY

1d•Hybrid

About The Position

The Project Manager serves as chief of staff to the Firm’s newly formed Innovation Office and acts as the right hand to the Chief Innovation Officer (CIO). The office leads the Firm’s adoption of artificial intelligence, builds and deploys new technology and workflows, and supports the Firm’s AI practice. The Project Manager keeps the department’s priorities, projects, people, and commitments organized and moving, and extends the CIO’s reach across the Firm. The role also includes client-facing legal practice support, working directly with clients and supporting the department’s business development activities. The successful candidate will use AI tools in daily work, question established processes, and redesign how work gets done. The position is hybrid, with an expected in-person presence in the Firm’s New York City and MTK offices.

Requirements

At least 4 years of experience in project management, operations, chief of staff, or senior executive support roles.
Exceptional organizational skills and the ability to manage multiple projects, deadlines, and stakeholders without losing track of details.
Demonstrated hands-on use of AI tools to change how work is done, with concrete examples to share.
Experience with project management and collaboration tools, and ability to learn new software quickly, including the Firm’s legal technology.
Excellent written and verbal communication skills, including the ability to write clearly and concisely for senior audiences.
Sound judgment and discretion when handling sensitive information.
Ability to quickly learn legal, technology, and AI terminology.
Ability to work independently and collaboratively, and to remain effective amid ambiguity and change.
Resume and cover letter required; the cover letter should describe how AI may change professional services and provide a concrete example of using AI to change the applicant’s work.

Nice To Haves

Bachelor’s degree preferred.
Experience in a professional services firm, such as law, accounting, consulting, or financial services, or in a technology company.
Experience supporting client service or business development in a law firm or other professional services firm.
Familiarity with the Entrepreneurial Operating System (EOS) or similar operating frameworks.

Responsibilities

Partner with the CIO to set, track, and drive department priorities, and ensure follow-through on decisions and action items.
Manage the CIO’s calendar, meeting preparation, and travel strategically.
Prepare agendas, briefing materials, memos, presentations, and reports for the CIO, Firm leadership, and the Management Committee.
Serve as the CIO’s liaison to Firm leadership, practice groups, administrative departments, clients, vendors, and external stakeholders; represent the CIO in meetings as needed.
Triage requests to the CIO and department, resolving or escalating them as appropriate.
Handle confidential and sensitive information with discretion and professionalism.
Run the department’s operating rhythm, including weekly meetings, quarterly priorities, scorecards, and progress reporting.
Plan, track, and manage concurrent initiatives, including AI tool rollouts, technology builds, training programs, and vendor evaluations, from kickoff through completion.
Maintain a central source of truth for projects, deadlines, owners, and status, and identify risks and blockers early.
Coordinate work across innovation team members, attorneys, staff, outside vendors, and consultants.
Support department budgeting, vendor management, license and contract renewals, and expense tracking.
Coordinate department events, trainings, internal build days, webinars, and speaking engagements.
Use leading AI tools in daily work and model AI-first habits for the department and Firm.
Review department and Firm processes, identify opportunities for AI and automation, and propose and pilot improved approaches.
Build and maintain practical automations, agents, templates, and prompts; document workflows and help colleagues adopt them.
Track and report on adoption and impact of the Firm’s AI initiatives, and stay current on AI tools and developments.
Serve as a day-to-day contact for clients of the CIO and AI practice, supporting scheduling, status updates, and logistics.
Schedule and coordinate client meetings, calls, and workshops, and prepare agendas, materials, and follow-up.
Coordinate business development activities, including pitches, proposals, client events, webinars, and conference appearances, and keep client and prospect follow-up on track.