Knowledge & Innovation Assistant

Job Summary & Objectives

The Knowledge Assistant is responsible for providing executive level administrative and operational support to the Knowledge & Innovation Chief, Directors, and the broader department. This role plays a key function in ensuring the smooth execution of administrative tasks that support both the day-to-day operations of the department and the department’s strategic goals.

Essential Job Duties & Responsibilities

• Manage complex calendaring for the CKIO and Directors, including scheduling meetings across multiple time zones, coordinating domestic and international travel arrangements, timely processing of Chrome River expenses and invoices.
• Provide administrative support to the broader department, including group travel coordination, guidance on travel bookings and expense processes and coordination of workspace hoteling.
• Coordinate internal and external meetings, programs and events. Arrange proper logistics based on meeting requirements.
• Compose, edit and proofread emails, presentation materials and other documents. Ensure key documents are maintained in the appropriate workspaces (i.e., iManage, OneDrive, SharePoint).
• Facilitate the onboarding process for new team members. Serve as a point of contact for onboarding-related questions.
• Maintain and regularly update the internal departmental intranet site with relevant content, documentation, and announcements.
• Collaborate with the Knowledge Operations Coordinator on operational initiatives, improving workflows, and facilitating team collaboration.
• Demonstrate intimate knowledge of stakeholders’ work habits and preferences. Anticipate needs and shepherd work forward with limited direction.
• Develop strong understanding of the work of the Department, other administrative departments, offices and practice groups. Build and maintain a professional network of peers across the Firm to assist in solving problems.
• Perform other duties as assigned.

Skills and Experience

• Minimum of 1-3 years of experience as an administrative assistant or project/team administration
• Experience working in a law firm or professional services environment
• Strong project management and time management skills and ability to organize and prioritize work to meet deadlines in a fast-paced environment
• Strong attention to detail and self-motivated to produce accurate, timely and complete work product
• General digital and tech-savviness; comfortable learning new technologies
• Demonstrates advanced knowledge of Microsoft Office Suite
• Ability to work independently with limited supervision and strong attention to detail
• Excellent verbal, written communication and interpersonal skills and ability to build rapport with both attorneys and non-attorney professionals at the firm
• Sound judgment with respect to confidential and sensitive information

Education

• Bachelor’s degree in communications, English or related field

Salary Information

NY Only: The estimated base salary range for this position is $60,000 to $70,000 at the time of posting.

The actual salary offered will depend on a variety of factors, including without limitation, the qualifications of the individual applicant for the position, years of relevant experience, level of education attained, certifications or other professional licenses held, and if applicable, the location in which the applicant lives and/or from which they will be performing the job. This role is non-exempt meaning it is overtime pay eligible.