Executive Assistant Project Manager

Executive Assistant Project Manager at Gravity Staffing, Inc. Executive Assistant Project Manager at Gravity Staffing, Inc. in Hoboken, New Jersey Posted in about 1 hour ago.

Type:

full-time

Job Description:

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.