Opensity Solutions→
Administrative Assistant
Entry LevelOn-site
Location
Chicago, IL
Salary
$60k–$62k/yr
Experience
Not specified
Posted
Today
Skills
event planningaderantvendor negotiationbudget trackinginvoice codingconference room technology setupit troubleshooting
Job Description
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