Administrative Assistant

Forrest Solutions LLC; New York (NY); On-site; USD 43,000 - 47,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

401(k) retirement plan

Paid Time Off (PTO)

Job summary

Opensity Solutions is seeking an Administrative Assistant to support the Technology department and the CIO's leadership team in a fast-paced professional services environment. You will manage calendars, travel arrangements, expense reporting, and cross‑department communications while safeguarding confidential information.

The ideal candidate has 3+ years of administrative experience in a law firm or professional services setting, excellent written and verbal communication, strong organization,

Qualifications

• High School Diploma or equivalent; 3+ years of relevant administrative experience within a professional services environment.
• Strong written and verbal communication skills, with the ability to interact professionally across all levels of the firm.
• Demonstrated success in communicating with executive leadership teams.
• Ability to convey content in a succinctly clear manner.

Responsibilities

• Provide daily administrative and operational support to the CIO and department’s leadership team, including calendar management, travel and expense management, and cross-department coordination.
• Provides daily support to IT leadership team, reporting to the CIO on departmental operations, special projects, and inter‑departmental activities.
• Organize and schedule IT management and departmental meetings and off‑site events, including preparation of materials and meeting correspondence, capturing action items, and ensuring follow‑through on deliverables.
• Handle complex travel arrangements and process expense reporting with efficiency.
• Process IT department invoices and serve as contact between the department and Accounts Payable.

Skills

Executive support

Communication

Time management

Discretion

Microsoft Office

Calendar management

Education

High School Diploma or equivalent

Tools

Microsoft Office Suite

Job description

About Us

Opensity Solutions is the largest tech‑enabled managed services organization serving leading law firms, financial institutions and professional services firms. At Opensity, we provide integrated operational platforms, automation and advisory services that enable clients to modernize operating models, reduce cost and accelerate growth. Our capabilities include IT and technology solutions, document processing and administrative support, marketing and communications, billing and AP/AR services, records and information governance, workflow automation, consulting and hospitality and facilities services.

Our Mission

Our mission is to provide modernized technology platforms, elevated technology support, and valuable insights, empowering our clients to excel in what they do best.

Job Description

The Administrative Assistant (“Assistant”) supports the Technology department, coordinating the day-to‑day operational and administrative activities of the IT Departments’ leadership team. This role serves as the face of the department to internal and external client audiences. The ideal candidate for this role will bring prior experience as an assistant supporting an executive‑level function in a large law firm or professional services environment.

Responsibilities

• Provide daily administrative and operational support to the Chief Information Officer and department’s leadership team, including, but not limited to, meeting management, calendaring and time management, travel and expense management, and communications and coordination with other departments.
• Provides daily support to IT leadership team, reporting to the Chief Information Officer on departmental operations, special projects, inter‑departmental initiatives and communications, and intra‑departmental activities.
• Works closely with Chief Information Officer for workload planning, prioritization, and coordination of high‑priority and executive‑level initiatives.
• Organize and schedule IT management and departmental meetings and off‑site events, including preparation of materials and meeting correspondence, capturing action items, and ensuring follow‑through on key deliverables.
• Handle complex travel arrangements and process expense reporting with efficiency.
• Process IT department invoices and serve as contact between the department and Accounts Payable.
• Track and follow up on payment as needed.
• Assist in ordering supplies.
• Participate in and facilitate contract or subscription renewals, including obtaining quotes from vendors.
• Organize and track contract renewal dates.
• Assist with budget entry and reporting.
• Assist with the coordination of special projects, capturing open items, tracking progress, and follow‑up on deliverables.
• Maintain highly confidential information including contracts, business plans, legal actions, etc.
• Frequently interact with executive leaders involving a high level of diplomacy, discretion and thorough knowledge of departmental operations.
• Initiate and manage follow‑up actions as needed.
• Generate and drive department‑wide communications to create engagement and a free flow of information and successes.
• Act effectively in situations in which there are no established procedures.
• Complete registration and travel arrangements for IT staff who attend training, conferences, seminars and who visit other offices as requested within firm guidelines.
• Coordinate regularly with office IT Operations and AV teams and, when needed, serve as a second set of hands to support of their work.
• Perform other work‑related duties as assigned.

Required Experience, Skills and Traits

• High School Diploma or equivalent; 3+ years of relevant administrative experience within a professional services environment.
• Strong written and verbal communication skills, with the ability to interact professionally across all levels of the firm.
• Demonstrated success in communicating with executive leadership teams.
• Ability to convey content in a succinctly clear manner.
• Self‑motivated and highly organized; ability for planning, and take immediate, effective action in high‑pressure situations.
• Strong time management skills, balancing internal meetings, high‑priority requests, and day‑to‑day responsibilities.
• Sound judgment and discretion in handling confidential information; superb judgment regarding priority setting, progress follow‑up and adherence to deadlines; knowledge of and experience applying project management techniques is a plus.
• Ability to effectively manage competing priorities and consistently meet deadlines.
• Ability to triage and prioritize impromptu requests, manage expectations, and maintain progress on day‑to‑day needs.
• Strong technical abilities, including advanced experienced with Microsoft Office Suite.
• Ability to lift or move 40 lbs. or greater.
• Ability to grasp, lift or carry packages on a standard wheeled cart with a load capacity of 75 lbs.
• Ability to walk, bend, kneel, stand or sit for an extended period of time.

Compensation

The Compensation range for this role is 31.00 to 34.00 USD per hour. Actual compensation within that range will be dependent upon the individual's location, skills, experience and qualifications.

Benefits

• Medical insurance
• Dental insurance
• Vision insurance
• 401(k) retirement plan
• Paid Time Off (PTO)

Equal Opportunity and Diversity

Opensity is committed to fostering an inclusive, equitable, and accessible workplace. We believe diverse perspectives strengthen our teams and the work we do for our clients. Opensity provides equal employment opportunities to all applicants and employees and does not discriminate on the basis of race, colour, religion or creed, sex, sexual orientation, gender identity or expression, age, national or ethnic origin, ancestry, citizenship, disability, family status, marital status, source of income, record of offences, or any other characteristic protected under applicable federal or provincial human rights legislation. We are committed to fair and barrier free recruitment, selection, and employment practices, and to providing reasonable accommodation throughout the hiring process and employment lifecycle, in accordance with applicable human rights legislation. Candidates who require accommodation during any stage of the recruitment process are encouraged to advise our Talent team so appropriate support can be provided.

Corporate Values

Respect We believe in treating everyone with dignity, kindness, and empathy. We foster an inclusive culture where diverse perspectives are valued, and mutual respect is the cornerstone of our interactions.

Accountability We take ownership of our actions and decisions, acknowledging their impact on our team, the organization, and our clients. We strive for transparency and follow through on our commitments, fostering trust and reliability within our community.

Collaboration We understand that working together yields the best results and that our parts are better together. We actively promote teamwork, open communication, and the sharing of ideas. By embracing diverse talents and perspectives, we create a supportive and innovative environment that encourages collective growth and empowerment.

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