Events Operational Intake Lead

Global Business Transformation Solutions, LLC (GBTS); Philadelphia (Philadelphia County); Hybrid; USD 90,000 - 120,000; 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 Events Operational Intake Lead to manage intake, logistics, and ROI reporting for global events. Hybrid role; primary location in Philadelphia with possible flexibility to DC/NYC. Requires strong planning, analytics, and MS Office/SharePoint skills.

The role collaborates with staff, clients, and vendors, coordinating requirements, budgets, and timelines while maintaining standardized intake processes and KPIs.

Qualifications

• 7+ years in a similar role, preferably in a law firm or corporate environment.
• Excellent written and verbal communication skills.
• Strong interpersonal skills.
• Maintain confidential information.
• Ability to excel under pressure and deliver quality work.
• Communicate with varying levels across the organization.
• Work productively with other employees.
• Intake and triage experience.
• Experience creating and managing events reporting data & analytics.

Responsibilities

• Manage all aspects of the event intake process and mailbox.
• Utilize the Microsoft suite and other tools to generate dashboards and reports.
• Coordinate requirements with internal staff, clients, and vendors.
• Liaise with senior executives during planning.
• Plan logistics for events, including venue, catering, and materials.
• Build and maintain a database of industry contacts and venues.
• Provide logistics support for in-person and virtual events.
• Review event requests for completeness and feasibility.
• Gather requirements, budgets, timelines, and stakeholder expectations.
• Prioritize requests based on impact and deadlines.
• Route requests to appropriate teams.
• Ensure deliverables are completed on time.
• Manage capacity, budgets, and turnaround times.
• Facilitate kickoff meetings and planning discussions.
• Develop intake procedures and forms.
• Track intake metrics and project timelines.
• Drive consistency across event planning and execution.
• Monitor KPIs and team bandwidth.
• Produce reports on request volume and timelines.
• Analyze trends to improve efficiency.
• Provide leadership with visibility into pipelines.

Skills

Tech savvy

Communication

Interpersonal skills

Confidentiality

Pressure handling

Stakeholder comms

Team collaboration

Intake & triage

Event analytics

Tools

MS Office

SharePoint

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 Events Operational Intake Lead will be responsible for managing the intake, logistics and ROI reporting on events for a global law firm. An ideal candidate is detail-oriented, has event planning experience, and is comfortable creating and generating reports/dashboards to understand spend/budget/timelines through various sources of aggregate data. This is a hybrid position where selected candidate will work at the office location 3 days per week. The primary focus location we are looking for is Philadelphia but can be open to WA DC or NYC for the right candidate.

Responsibilities

• Manage all aspects of the event intake process and mailbox
• Utilize the Microsoft suite and other tools that can be used to generate dashboards and reports
• Work with internal staff, clients, and vendors to coordinate and establish the requirements for an event
• Liaise with senior executives and industry leaders throughout the planning process
• Plan and facilitate logistics for all events, including contract negotiations, guest lists, venue preparation, presentation materials, catering, entertainment, transportation, equipment, and décor
• Build and maintain a comprehensive database of industry contacts, vendors, and venues
• Provide logistics support for management for all in-person and virtual events
• Review and assess event requests for completeness and feasibility.
• Gather requirements, objectives, budgets, timelines, and stakeholder expectations.
• Prioritize requests based on business impact, deadlines, and resource availability.
• Route requests to the appropriate events, marketing, or business development teams.
• Ensure event deliverables are completed accurately and on time.
• Manage expectations regarding capacity, budgets, and turnaround times.
• Facilitate kickoff meetings and planning discussions.
• Establish and maintain standardized intake procedures.
• Develop intake forms, workflows, and documentation.
• Track intake metrics, request volume, and project timelines.
• Drive consistency across event planning and execution.
• Evaluate and manage team bandwidth and assign projects appropriately.
• Monitor intake and project management KPIs.
• Produce reports on request volume, turnaround times, and project completion.
• Analyze trends to improve efficiency and resource allocation.
• Provide leadership with visibility into marketing and events pipelines.

Requirements

• 7+ years’ experience in a similar role, preferably in a law firm or corporate environment
• Technically adept
• Excellent written and verbal communication skills
• Strong interpersonal skills
• Maintain confidential information
• Ability to excel under pressure and provide quality work product
• Clearly and effectively communicate with varying levels of people within the organization
• Work productively and cooperatively with other employees
• Highly favor candidates with law firm or B2B work environment experience
• Intake and triage experience
• Experience using MS Office & SharePoint to work on event intake forms
• Creating and managing events reporting data & analytics

Compensation

The Compensation for this role is $100,000 annual base salary. 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) #INDHP

Equal Employment Opportunity

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.

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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