Executive Concierge
Opensity Solutions
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Benefits offered by this job
Job summary
Opensity Solutions is seeking an Executive Concierge to support the Office Managing Partner and Local Events Services Team. The role emphasizes calendar management, email handling, and a proactive, detail-oriented approach in a fast-paced environment.
Responsibilities include coordinating travel, scheduling meetings, editing documents, and assisting with events and client engagements while maintaining high service standards across the office.
Qualifications
- Previous experience in an administrative or executive support role.
- Proficiency in Microsoft Office Suite and other relevant software.
- Strong organizational and multitasking skills.
- Excellent communication and interpersonal abilities.
- Ability to work effectively in a fast‑paced environment.
- Willingness to adapt to changing priorities and responsibilities.
- Must have strong technical skills (Microsoft Office Suite, SharePoint, Expense and Travel Systems).
Responsibilities
- Provide on-site administrative support for the OMP (Office Managing Partner).
- Manage the OMP's calendar using Microsoft Outlook.
- Provide email support to the OMP and respond to inquiries promptly.
- Assist with CPE and CPA related tasks as needed.
- Coordinate office and conference room reservations.
- Arrange gifts for clients and staff as required.
- Support OMP with reporting and travel planning.
- Monitor and submit expense reports in compliance with firm requirements.
Skills
Tools
Job description
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.
We are seeking a skilled and proactive Executive Concierge to provide comprehensive support to our Office Managing Partner (OMP) and Local Events Services Team. This role requires a high level of attention to detail, strong organizational skills, and the ability to handle multiple tasks simultaneously. This position will play a pivotal role in ensuring the smooth functioning of our office environment. It requires a hands‑on approach, excellent organizational skills, and the ability to handle a wide range of tasks efficiently. The ideal candidate will excel in calendar management, email support, and various administrative tasks using Microsoft Outlook and other relevant tools. They will also thrive in a dynamic and fast‑paced setting, demonstrating strong communication skills and a commitment to delivering high‑quality service.
Provide on‑site administrative support for the OMP.
Manage the OMP's calendar effectively using Microsoft Outlook, ensuring all appointments and meetings are scheduled accurately and efficiently.
Provide email support to the OMP, managing correspondence, and responding to inquiries in a timely manner.
Assist with CPE and CPA related tasks as needed.
Coordinate office and conference room reservations.
Arrange gifts for clients and staff members as required.
Support OMP with reporting.
Coordinate services and provide administrative assistance as necessary.
Edit, gather content, and distribute the monthly office newsletter on behalf of the OMP.
Assist in setting up or modifying restaurant reservations.
Aid in travel planning and maintain travel profiles accordingly.
Monitor, review, and submit expense reports in compliance with firm requirements.
Process Passport/Visa requests efficiently.
Maintain and synchronize time daily for the OMP.
Track time spent on Executive Concierge responsibilities in accordance with prescribed time tracking methods.
Assist in coordinating meetings and events for the OMP and local office.
Ensure scheduling conflicts in the OMP's calendar are resolved promptly.
Arrange and schedule conference calls via WebEx, Teams, and video conference platforms.
Coordinate catering needs for the OMP using preferred vendors.
Format, edit, and brand various documents for the OMP.
Provide support and troubleshooting for Microsoft Suite applications.
Facilitate electronic signatures for documents as required.
Generate reports and conduct informational searches as requested.
Update profiles, such as LinkedIn, for the OMP as needed.
Conduct client research to support OMP initiatives.
Distribute marketing releases and manage subscriptions for the OMP.
Meet and escort visitors for the OMP as necessary.
Maintain regular communication with partners/MDs through touchpoints.
Attend monthly OMP EC virtual meetings and special topic calls to stay connected with the OMP EC Community and expectations.
Demonstrate proficiency in Microsoft Office Suite, WebEx, social media tools (e.g., LinkedIn), and other emerging technologies.
Arrange, coordinate and escort third party vendors (i.e., caterers and bartenders) to the appropriate location in the office.
Coordinate with event vendors to obtain Certificates of Insurance (COIs) and follow building COI processes.
Attend vendor calls as required by Local Event Manager.
Assist Local Event Services team with logistics for events and provide on‑site support.
Act as the on‑site point of contact for off‑site events.
Liaise between venue point of contact and Local Event Services team.
Provide onsite (in‑office) general event support as needed.
Perform site visits to local event spaces.
Take notes on details of the space and take pictures of space itself to provide to Local Event Services team.
Setup/modify restaurant reservations for non‑complex events.
Assist with sending out calendar invites for events.
Register any non‑PwC attendees in Envoy in advance of the event.
Assist Local Event Services Team with menu planning and catering coordination. The Local Event Manager will assist with firming up final guaranteed numbers and consult on catering contracts.
Support Local Event Services team by ordering catering for events through ezCater.
Coordinate with internal customer and/or Local Event Services team to confirm set‑up of event space within the office or off‑site.
Manage parking validations for visitors at firm‑sponsored events in accordance with local requirements and Firm guidelines.
Communicate in‑office event details to the floor host team, including timing, location, vendors, guest count / external visitor count, requests for after hours / event continuation of HVAC and lighting, parking validations, etc.
Provide and upload all event invoices and event information to the Microsoft event folder for records.
Previous experience in an administrative or executive support role.
Proficiency in Microsoft Office Suite and other relevant software.
Strong organizational and multitasking skills.
Excellent communication and interpersonal abilities.
Ability to work effectively in a fast‑paced environment.
Proactive and detail‑oriented approach to tasks.
Willingness to adapt to changing priorities and responsibilities.
Must have strong technical skills (Microsoft Office Suite, SharePoint, Expense and Travel 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.
The Compensation range for this role is up to 28.00 USD per hour and may be eligible for an annual bonus. Actual compensation within that range will be dependent upon the individual's location, skills, experience and qualifications.
- Medical insurance
- Dental insurance
- Vision insurance
- 401(k) retirement plan
- Paid Time Off (PTO)
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.
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.
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.
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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