Community Ambassador & Administrative Assistant

Opensity Solutions; New York, Northern (NY, KY); On-site; USD 28,000 - 34,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

401(k) retirement plan

PTO

Job summary

Opensity Solutions in New York is seeking a Community Ambassador & Administrative Assistant to create a warm, inclusive environment and deliver exceptional service to visitors and residents. You will also serve as Meeting Coordinator, planning, executing, and following up on meetings and events within our community.

You will manage administrative tasks, coordinate schedules, maintain files, and ensure effective communication.

Qualifications

• High school diploma or equivalent required; associate’s or bachelor’s degree preferred.
• 1–3 years of administrative or office support experience, preferably in a professional or corporate environment.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) or Google Workspace; familiarity with scheduling tools, document management systems, and basic reporting tools preferred

Responsibilities

• Greet visitors, residents and members with a professional, approachable demeanor.
• Coordinate meetings, events, and scheduling across teams.
• Handle incoming calls and messages promptly and route as needed.
• Manage mail and package distribution for timely delivery.
• Provide on-site event support and IT coordination when needed.

Skills

Organizational skills

Time management

Communication

Interpersonal skills

Problem solving

Professionalism

Adaptability

MS Office / Google Workspace

Lifting ability

Education

High school diploma

Associate/Bachelor preferred

Equivalent experience

Tools

Microsoft Office Suite

Google Workspace

Scheduling tools

Document management systems

Basic reporting tools

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.

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.

Role Overview

As a Community Ambassador & Administrative Assistant, you will be responsible for creating a warm and inclusive environment, providing exceptional customer service to visitors and residents alike. Additionally, you will serve as the Meeting Coordinator, ensuring the seamless planning, execution, and follow-up of various meetings and events within our community. Your passion for building strong connections and your impeccable organizational skills will be key in fostering a thriving and engaged community. The role involves managing administrative tasks, coordinating schedules, maintaining files, and facilitating effective communication. The ideal candidate will demonstrate exceptional organizational and interpersonal skills, ensuring smooth workflow and contributing to the overall success of the team. This role reports to the Client Relations Manager.

Roles & Responsibilities

• Greet and extend courteous assistance to visitors, residents, and community members, exhibiting a professional and approachable demeanor.
• Engage in purposeful interactions, actively listening to individual needs, and providing comprehensive information about community amenities, events, and services.
• Cultivate positive relationships, demonstrating genuine care and interest in community members' well‑being, thus fostering a sense of belonging and unity.
• Exemplify efficiency and organization in managing the front desk area, always maintaining an immaculate and professional appearance.
• Skillfully handle incoming calls, promptly routing them to the appropriate personnel or taking detailed messages whennecessary, ensuring seamless communication within our organization.
• Facilitate the orderly receipt and distribution of mail and packages, ensuring timely and accurate delivery to the intended recipients.
• Demonstrate adept support of coordination of meetings and events, collaboratively working with diverse teams to secure optimal participant availability and essential resources.
• Ensures meeting spaces are ready for client use including audiovisual setup, beverage areas, receiving food deliveries/set-up as needed, and ensuring flawless execution.
• Offer onsite support during events, ensuring smooth operations and resolving any unforeseen issues with prompt efficiency. Including technical support issues in partnership with IT as needed.
• Provide comprehensive administrative support and act as a primary point of contact for clients.
• Manage daily operations, address inquiries and issues, ensuring client satisfaction.
• Maintain organized and professional site environment, including signage and communication materials.
• Demonstrate expertise in identifying key performance indicators and ensuring strict adherence to service level agreements (SLAs) through meticulous administrative management.
• Apply administrative process and procedure knowledge to identify opportunities for improvement, utilizing project and change management principles.
• Maintain and update the Site Operations Manual/Playbook with precision and attention to detail, showcasing exceptional organizational and administrative capabilities.
• Provide essential administrative support, including print services such as copying, quality control checks, record logging, and file organization.
• Ensure the highest level of client satisfaction by promptly addressing inquiries, resolving issues, and maintaining a well‑organized and presentable site.

Knowledge, Skills & Attributes

• Strong organizational and time management skills with attention to detail
• Excellent written and verbal communication skills
• Ability to manage multiple tasks and priorities in a fast‑paced environment
• Strong interpersonal skills and a collaborative mindset
• Problem‑solving ability with a proactive and resourceful approach
• High level of professionalism, discretion, and reliability
• Adaptability and willingness to support a variety of team needs
• Basic analytical and administrative coordination skills roficiency in office productivity tools and systems
• 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

Qualifications

• Education: High school diploma or equivalent required; associate’s or bachelor’s degree preferred or equivalent experience
• Experience: 1–3 years of administrative or office support experience, preferably in a professional or corporate environment
• Technical Skills: Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) or Google Workspace; familiarity with scheduling tools, document managemen t systems, and basic reporting tools preferred

Compensation Range

The Compensation range for this role is 20.00 to 25.00 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 & 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.

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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