Administrative Assistant

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.

Job Description

Join our prestigious law firm client in San Francisco as an Administrative Assistant supporting the Sr. Director of Operations. We are seeking a proactive individual, with a commitment to exceptional client service, professionalism, and adeptness in engaging with executives, attorneys, staff and clients at all levels. Your role will encompass the handling of confidential information with maturity, judgement and discretion.

Location: San Francisco, CA
Pay: 25-28hr

Responsibilities

• Provide comprehensive administrative support to the Senior Director.
• Collaborate closely with the office administrative team, including HR, Recruiting, & Management.
• Manage the Director's calendar and assist with travel arrangements as necessary.
• Prepare expense reports and process invoices.
• Telephone support, schedule meetings and coordinate conference calls.
• Provide administrative support to ensure efficient office operations: ordering business cards, updating maps, tracking expenses.
• Skilled in MS Office; Word, Outlook, Excel and Adobe
• Create, revise, and format documents as per requirements.
• Assisting with processing invoices in Chrome River.
• Assisting with data entry into Aderent.
• Maintain both physical and digital filing systems, including data entry and electronic file organization.
• Assist with coordinating meeting logistics, including room setup and catering.

• Draft reports and spreadsheets, particularly in relation to the office move and other projects.

• Cross train and provide back-up support for the Receptionist when needed.
• Cross train and provide back-up support for the Hospitality Specialist when needed.
• Maintain flexibility to meet deadlines and adapt to changing priorities.
• Contribute to special projects as needed.

Qualifications

• High school diploma required; some college preferred.
• Demonstrated initiative, highly organized and detail oriented.
• Possess strong interpersonal and time-management skills.
• Excellent written and verbal communication skills
• Strong technical skills: Microsoft Office Suite, Proficient with Excel, Chrome River a plus

• Comfortable with calendar management and scheduling.
• Exemplary customer service and collaborations skills, with the ability to work well within a team.
• Demonstrate initiative, independent thinking and creative problem solving.
• Proven ability to work independently while maintaining a high level of efficiency.
• Capability to handle multiple tasks simultaneously and see projects through to completion.
• Ability to lift or move 40 lbs. or greater
• Ability to grasp, lift or carry packages on a standard wheeled cart with a load capacity of 75 lbs.
• Ability to walk, bend, kneel, stand or sit for an extended period of time

The Compensation range for this role is 25.00 to 28.00 USD per hour and may be eligible for an annual bonus. Actual compensation within that range will be dependent upon the individual's location, skills, experience and qualifications.

All eligible employees receive access to a comprehensive benefits package, including:

Medical insurance

Dental insurance

Vision insurance

401(k) retirement plan

Paid Time Off (PTO)

#INDHP

Opensity is committed to fostering an inclusive, equitable, and accessible workplace. We believe diverse perspectives strengthen our teams and the work we do for our clients.


Opensity provides equal employment opportunities to all applicants and employees and does not discriminate on the basis of race, colour, religion or creed, sex, sexual orientation, gender identity or expression, age, national or ethnic origin, ancestry, citizenship, disability, family status, marital status, source of income, record of offences, or any other characteristic protected under applicable federal or provincial human rights legislation.


We are committed to fair and barrier free recruitment, selection, and employment practices, and to providing reasonable accommodation throughout the hiring process and employment lifecycle, in accordance with applicable human rights legislation.


Candidates who require accommodation during any stage of the recruitment process are encouraged to advise our Talent team so appropriate support can be provided.