Executive Assistant Project Manager

The NYC office of a global law firm is looking for an Assistant to support their legal tech team (called Knowledge & Innovation) - which heads up AI innovations throughout the firm. This person will provide administrative and operational support to the Office of the Chief Knowledge & Innovation Officer (CKINO) while also contributing to select administrative needs across the department. This role is designed for a highly organized, proactive individual who can manage a complex executive schedule, anticipate needs, and ensure smooth day-to-day team operations. It is a hybrid role with 4 days in the office and 1 day working remotely.

The Assistant supports planning and scheduling of meetings and events, coordinates onboarding for new hires, and provides administrative, logistical and organizational support. The role also serves as a central point of coordination for the Chief AI and Knowledge Officer, managing day-to-day priorities and ensuring effective use of executive time.

Responsibilities:

• Manage the operational and administrative needs of the office of the CAIKO and support internal processes and projects that ensure smooth day-to-day operations within the team.
• Provide thoughtful administrative and logistical support that enables the CAIKO to focus on strategic priorities, while anticipating needs and proactively resolving challenges before they arise.
• Manage the CAIKO’s complex and dynamic calendar, including prioritization of competing demands and proactive scheduling decisions aligned with leadership priorities
• Coordinate meetings with internal stakeholders and external parties, including logistics, agendas, and materials as needed.
• Track key deliverables, action items and commitments to ensure timely execution.
• Support broader CAIKO engagement through scheduling, travel arrangements, and business contact management.
• Prepare, review, and process detailed expense reports.
• Prepare and organize meeting materials and administrative documentation as needed.
• Coordinate and support planning for K&I events, including town halls, seasonal events, and management dinners.
• Assist with coordinating onboarding for new hires across K&I to ensure space, supplies, system access, and orientation activities are completed accurately and on time.
• Handle sensitive and confidential information with discretion, including materials related to performance management planning.
• Provide administrative, logistical and organizational support to department leadership team as needed.
• Perform other departmental duties as needed, including support special projects as assigned.

Qualifications and Experience:

• Bachelor’s degree required
• 5-10 years experience providing executive or senior‑level administrative support with some project management experience.
• Proven ability to handle sensitive and confidential information with discretion and professionalism.
• Strong written and verbal communication skills, including proofreading, and managing correspondence with internal and external stakeholders.
• Highly organized with exceptional attention to detail and the ability to manage multiple priorities and deadlines.
• Demonstrated ability to work independently, exercise sound judgment, and proactively identify and resolve issues.
• Experience coordinating complex administrative processes and operational support functions.
• Strong interpersonal skills with a customer‑service mindset and the ability to build effective working relationships.
• Ability to work productively both independently and as part of a team.
• Comfortable multitasking in a fast‑paced environment.