Executive Concierge

Opensity solutions; Charlotte (NC); On-site; USD 52,000 - 70,000; Full time

Job summary

Opensity Solutions is seeking an Executive Concierge to support the Office Managing Partner and Local Events Services Team. Responsibilities include calendar management, email support, travel planning, and coordinating meetings and events within a fast-paced professional services environment.

The role requires strong organization, attention to detail, and proficiency with Microsoft Office and other tools. On-site office presence and travel coordination are expected.

Qualifications

• Previous experience providing executive support or admin assistance.
• Strong organizational and multitasking abilities in a fast-paced environment.
• Excellent communication and interpersonal skills.

Responsibilities

• Provide on-site administrative support and calendar management for the Office Managing Partner (OMP).
• Coordinate meetings, travel, and expense reporting.

Skills

Organizational skills

multitasking

Tools

Microsoft Office Suite

SharePoint

Expense & Travel Systems

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 DescriptionWe 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.Job FunctionsManaging Partner Support Responsibilities: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.Local Event Support Responsibilities:Arrange, coordinate and escort third party vendors (i.e., caterers and bartenders) to the appropriate location in the officeCoordinate with event vendors to obtain Certificates of Insurance (COIs) and follow building COI processesAttend vendor calls as required by Local Event ManagerAssist Local Event Services team with logistics for events and provide on-site supportAct 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 neededPerform 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 eventsAssist with sending out calendar invites for eventsRegister any non-PwC attendees in Envoy in advance of the eventAssist 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 ezCaterCoordinate with internal customer and/or Local Event Services team to confirm set-up of event space within the office or off-siteManage parking validations for visitors at firm-sponsored events in accordance with local requirements and Firm guidelinesCommunicate 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 recordsPosition Requirements/Experience/ Education: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)Competencies:Client first mentalityDemonstrates accuracy and attention to detailDetail oriented with the ability to multitask and work in a fast-paced high energy environment where priorities are constantly changingSolid decision-making skills within the scope of the positionAbility to meet deadlines and work under pressureExcellent verbal and written communication skills are necessary.Actively listen and identify both spoken and unspoken needsAbility to use technologyPrioritizing, flexibility, adaptabilityOpensity 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.