Administrative Assistant

Summary: Opensity Solutions is seeking a polished and highly professional Community Ambassador / Receptionist & Meeting Coordinator to support a dynamic corporate office environment in downtown Chicago. This role involves managing event coordination, conference services, and various administrative functions while delivering an exceptional client and employee experience. Responsibilities: - Plan and execute internal events, including attorney meetings, firmwide gatherings, and practice group functions - Coordinate client meetings, ensuring all logistics, room setups, and catering needs are met - Manage all internal catering services, partnering with vendors to ensure high-quality delivery - Collaborate with internal departments to align events with company culture and objectives - Maintain detailed documentation of event logistics, setups, and best practices - Ensure all conference rooms and event spaces are properly maintained, set up, and fully equipped - Serve as the primary point of contact for all meeting and event-related requests - Provide training and guidance to maintain high service standards when applicable - Code and submit invoices for event-related expenses using Aderant, ensuring accuracy and compliance - Negotiate vendor pricing and manage contracts for catering and event services - Track budgets and expenses to support cost-effective event execution - Deliver a high-touch, hospitality-driven experience for clients and internal stakeholders - Support initiatives that enhance workplace experience and service delivery - Assist with cross-functional projects aligned with company goals - Provide reception coverage, including greeting guests and managing calls - Cover receptionist duties during breaks and as needed - Support print, mail, and general office service requests - Perform records management tasks in accordance with company policies - Conduct basic IT support, including conference room technology setup, testing, and troubleshooting (escalating issues when necessary) - Remain mobile throughout the office to assist staff as needed Required Qualifications: - Previous experience in hospitality, office services, workplace experience, or corporate reception - Excellent communication and interpersonal skills - Ability to work independently and manage multiple priorities - Highly organized with strong attention to detail - Professional demeanor with a client-first mindset - Comfortable working with technology and troubleshooting basic AV/IT issues Preferred Qualifications: - Strong event planning and meeting coordination experience preferred Required Skills: Event Planning, Aderant, Vendor Negotiation, Budget Tracking, Invoice Coding, Conference Room Technology Setup, IT Troubleshooting