Executive Assistant/Project Manager

Falcon Rappaport & Berkman; New York (NY); Hybrid; USD 110,000 - 130,000; Full time

Job summary

Falcon Rappaport & Berkman LLP in New York combines legal expertise with an Innovation Office focused on AI adoption, technology workflows, and client-facing support. The Project Manager acts as chief of staff to the CIO, coordinating priorities and ensuring timely progress across the firm.

The role emphasizes organizing complex projects, stakeholder coordination, and practical AI-first initiatives, with in-person work at NYC and Mount Kisco offices in a hybrid setting.

Qualifications

• 4+ years of experience in project management, operations, chief of staff, or senior executive support roles, preferably in professional services or tech.
• Bachelor’s degree preferred.
• Demonstrated, hands-on use of AI tools to change how you work, with concrete examples you can share.
• Excellent written and verbal communication skills; able to write clearly for senior audiences.

Responsibilities

• Set, track, and drive the department’s priorities, and own follow-through on decisions and action items.
• Manage the CIO’s time strategically, including calendar, meetings, and travel.
• Prepare agendas, briefing materials, memos, presentations, and reports for CIO, Firm leadership, and Management Committee.
• Liaise with Firm leadership, practice groups, departments, clients, vendors, and external stakeholders.
• Coordinate budget, vendor management, license and contract renewals, and expense tracking for the department.
• Coordinate department events, trainings, and webinars.
• Run the department’s operating rhythm, including weekly meetings and quarterly priorities.
• Plan, track, and manage a portfolio of initiatives from kickoff through completion.
• Maintain a single source of truth for projects, deadlines, owners, and status.
• Support client-facing scheduling and logistics, and contribute to business development activities.

Skills

Project management

Operations

Chief of staff

Executive support

AI tools usage

Stakeholder coordination

Client-facing work

Education

Bachelor’s degree preferred

Tools

EOS

Job description

This is a hybrid role, with an expected in-person presence in our NYC and Mount Kisco offices.

Salary Range:
$110,000 – $130,000, depending on experience

About Falcon Rappaport & Berkman LLP:

Falcon Rappaport & Berkman LLP is a full-service, rapidly growing, and entrepreneurial law firm focused on an interdisciplinary approach to the practice. Our team is composed of thought leaders across a variety of practice areas, including some of the nation’s leading voices on AI, taxation, and a variety of other fields.

We bring together experts across all of our departments to achieve extraordinary results. With us, respect, appreciation, and quality of life come first and foremost. We care deeply about the people we bring into our firm and offer a unique emphasis on professional development, marketing, and overall balance. We work collaboratively across the entire firm to drive client success.

Position Overview:

The Project Manager serves as chief of staff to the Firm’s newly formed Innovation Office and acts as 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 a client‑fac­tial component on the legal side, working directly with clients and supporting the business development activities of the department.

We are looking for someone who is exceptionally organized and who does not assume work has to be done the way it has always been done. AI tools are changing what one person can accomplish. The right candidate will use those tools every day, question existing processes, and redesign how work gets done, starting with their own.

Key Responsibilities:

Chief of Staff to the CIO

• Partner with the CIO to set, track, and drive the department’s priorities, and own follow-through on decisions and action items.

• Manage the CIO’s time strategically, including calendar, meeting preparation, and travel, so that time goes to the highest-value work.

• 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 other external stakeholders, and represent the CIO in meetings as needed.

• Triage incoming requests to the CIO and the department, resolving what can be resolved and escalating what cannot.

• Handle confidential and sensitive information with discretion and professionalism.

Department Operations and Project Management

• Run the department’s operating rhythm, including weekly meetings, quarterly priorities, scorecards, and progress reporting.

• Plan, track, and manage a portfolio of concurrent initiatives, such as AI tool rollouts, technology builds, training programs, and vendor evaluations, from kickoff through completion.

• Maintain a single source of truth for department projects, deadlines, owners, and status, and surface risks and blockers early.

• Coordinate work across innovation team members, attorneys, staff, and outside vendors and consultants.

• Support budgeting, vendor management, license and contract renewals, and expense tracking for the department.

• Coordinate department events, trainings, internal build days, webinars, and speaking engagements.

Reimagining How Work Gets Done

• Use leading AI tools as a core part of daily work, and model AI-first habits for the department and the Firm.

• Examine department and Firm processes, identify where AI and automation can eliminate, accelerate, or improve work, and propose and pilot better approaches.

• Build and maintain practical automations, agents, templates, and prompts that save time for the CIO, the department, and the Firm.

• Document new workflows clearly so others can adopt them, and help colleagues learn to use them.

• Track and report on the adoption and impact of the Firm’s AI initiatives.

• Stay current on developments in AI tools and bring practical ideas to the team.

Client-Facing Legal Practice Support

• Interact directly with clients of the CIO and the AI practice, serving as a day-to-day point of contact for scheduling, status updates, and logistics.

• Schedule and coordinate client meetings, calls, and workshops, and prepare agendas, materials, and follow-up.

• Orchestrate business development activities for the department, including pitches, proposals, client events, webinars, and conference appearances, and keep follow-up with clients and prospects on track.

Qualifications:

• Bachelor’s degree preferred.

• 4+ years of experience in project management, operations, chief of staff, or senior executive support roles, preferably in a professional services firm (law, accounting, consulting, financial services, etc.) or a technology company.

• Exceptional organizational skills, with a proven ability to manage many projects, deadlines, and stakeholders at once without anything falling through the cracks.

• Demonstrated, hands‑on use of AI tools to change how you work, with concrete examples you can share.

• Experience with project management and collaboration tools, and the ability to learn new software quickly, including the legal technology the Firm uses.

• Polished and comfortable in client‑facing settings; experience supporting client service or business development in a law firm or other professional services firm is a plus.

• Excellent written and verbal communication skills, including the ability to write clearly and concisely for senior audiences.

• Sound judgment and the ability to handle sensitive information with discretion.

• Ability to quickly learn the terminology of the legal, technology, and AI fields.

• Familiarity with the Entrepreneurial Operating System (EOS) or similar operating frameworks is a plus.

Core Competencies:

• Exceptionally organized: creates structure, systems, and clarity where none exist.

• Curious and willing to challenge the way things have always been done.

• AI-native mindset: reaches for AI first, experiments often, and shares what works.

• Proactive and reliable, with a bias toward action and ownership of outcomes.

• Detail-oriented and polished, while keeping the big picture in view.

• Comfortable with ambiguity and change in a fast‑growing department.

• Able to work both independently and as part of a team, depending on what the situation calls for.