Administrative Assistant

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 is to provide modernized technology platforms, elevated technology support, and valuable insights, empowering our clients to excel in what they do best.

The Administrative Assistant (“Assistant”) supports the Technology department, coordinating the day-to‑day operational and administrative activities of the IT Departments’ leadership team. This role serves as the face of the department to internal and external client audiences. The ideal candidate for this role will bring prior experience as an assistant supporting an executive‑level function in a large law firm or professional services environment.

• Provide daily administrative and operational support to the Chief Information Officer and department’s leadership team, including, but not limited to, meeting management, calendaring and time management, travel and expense management, and communications and coordination with other departments.
• Provides daily support to IT leadership team, reporting to the Chief Information Officer on departmental operations, special projects, inter‑departmental initiatives and communications, and intra‑departmental activities.
• Works closely with Chief Information Officer for workload planning, prioritization, and coordination of high‑priority and executive‑level initiatives.
• Organize and schedule IT management and departmental meetings and off‑site events, including preparation of materials and meeting correspondence, capturing action items, and ensuring follow‑through on key deliverables.
• Handle complex travel arrangements and process expense reporting with efficiency.
• Process IT department invoices and serve as contact between the department and Accounts Payable.
• Track and follow up on payment as needed.
• Assist in ordering supplies.
• Participate in and facilitate contract or subscription renewals, including obtaining quotes from vendors.
• Organize and track contract renewal dates.
• Assist with budget entry and reporting.
• Assist with the coordination of special projects, capturing open items, tracking progress, and follow‑up on deliverables.
• Maintain highly confidential information including contracts, business plans, legal actions, etc.
• Frequently interact with executive leaders involving a high level of diplomacy, discretion and thorough knowledge of departmental operations.
• Initiate and manage follow‑up actions as needed.
• Generate and drive department‑wide communications to create engagement and a free flow of information and successes.
• Act effectively in situations in which there are no established procedures.
• Complete registration and travel arrangements for IT staff who attend training, conferences, seminars and who visit other offices as requested within firm guidelines.
• Coordinate regularly with office IT Operations and AV teams and, when needed, serve as a second set of hands to support of their work.
• Perform other work‑related duties as assigned.

• High School Diploma or equivalent; 3+ years of relevant administrative experience within a professional services environment.
• Strong written and verbal communication skills, with…