Executive Concierge

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.

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 Web Ex, 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 Linked In, 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, Web Ex, social media tools (e.g., Linked In), 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…