Administrative Assistant

About Opensity Solutions

Opensity Solutions is dedicated to delivering cutting-edge technology platforms, superior technical support, and valuable strategic insights, enabling our clients to achieve their objectives.

Job Summary

The Administrative Assistant will play a crucial role in supporting the efficient operations of the Workplace Team. This position involves handling a variety of administrative duties, coordinating schedules, maintaining records, and ensuring seamless communication. The ideal candidate will possess excellent organizational and interpersonal abilities to foster a smooth workflow and contribute to the team's overall success. This role reports to the team account supervisor. Please note that regardless of your home location, the working hours for this position are 11:00 a.m. to 8:00 p.m. EST.

Roles and Responsibilities

• Process incoming requests.
• Undertake miscellaneous projects requiring administrative support, utilizing Document Processing services as needed.
• Accurately enter, draft, and edit time entries in Intapp software, accommodating both cut & paste and handwritten formats.
• Generate matter reports using NetDocs.
• Provide support for logistical operations, including:
• Triage and input of IT Tech Support requests.
• Submit requisitions for IT hardware.
• Coordinate with the mailroom for mailings, FedEx, UPS, and courier shipments.
• Manage conference room reservations.
• Liaise with the Travel Desk for travel arrangements.
• Book meeting facilities.
• Arrange car services.
• Assist other teams with projects and special requests, ensuring timely completion by prioritizing tasks effectively.
• Perform other duties as assigned.

Specific Duties

• Handle tasks of a confidential nature.
• Maintain and enhance technical skills through available online courses and relevant meetings and training sessions.
• Adhere to established best practices.
• Develop a comprehensive understanding of key software and systems such as BigHand, ServiceNow, and Intapp.
• Attend Firm and Opensity team meetings as required.

Experience and Characteristics

• Possess up to one year of experience in basic office and clerical functions. Prior experience in a law firm or professional services organization is advantageous.
• Demonstrate foundational knowledge of Microsoft Office Suite.
• Exhibit a professional demeanor and a strong commitment to work ethic.
• Possess exceptional interpersonal skills.
• Be a proactive self-starter capable of taking initiative while also collaborating effectively within a team environment.
• Communicate proficiently in both written and verbal forms.

Additional Information

Opensity is an Equal Opportunity Employer committed to providing equal employment opportunities to all applicants and employees. We do not discriminate based on race, color, religion, creed, sex (including pregnancy, childbirth, and related medical conditions), sexual orientation, gender identity or expression, national origin, age, disability, genetic information, veteran or military status, or any other characteristic protected by applicable federal, state, or local law. Employment decisions are based on qualifications, merit, and business needs, covering all aspects of employment including recruitment, hiring, promotion, compensation, training, discipline, and termination. Opensity is dedicated to providing reasonable accommodations for qualified individuals with disabilities, for pregnancy-related conditions, and for sincerely held religious beliefs, in accordance with applicable law. Retaliation against individuals who raise concerns or participate in an investigation related to equal employment opportunity is not tolerated.