Executive Assistant/Project Manager

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
- Estimated salary for this role is $105K-$120K per year