Chief Concierge Services

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.
We are seeking a skilled and proactive Executive Concierge to provide comprehensive support to our Office Managing Partner (OMP) and Local Events Services Team. This position will play a pivotal role in ensuring the smooth functioning of our office environment. The ideal candidate will excel in calendar management, email support, and various administrative tasks using Microsoft Outlook and other relevant tools. They will also thrive in a dynamic and fast-paced setting, demonstrating strong communication skills and a commitment to delivering high-quality service.

Managing Partner Support Responsibilities:

Provide on-site administrative support for the OMP.
Manage the OMP's calendar effectively using Microsoft Outlook, ensuring all appointments and meetings are scheduled accurately and efficiently.
Provide email support to the OMP, managing correspondence, and responding to inquiries in a timely manner.
Coordinate office and conference room reservations.
Support OMP with reporting.
Coordinate services and provide administrative assistance as necessary.
Edit, gather content, and distribute the monthly office newsletter on behalf of the OMP.
Assist in setting up or modifying restaurant reservations.
Aid in travel planning and maintain travel profiles accordingly.
Process Passport/Visa requests efficiently.
Assist in coordinating meetings and events for the OMP and local office.
Arrange and schedule conference calls via WebEx, Teams, and video conference platforms.
Format, edit, and brand various documents for the OMP.
Provide support and troubleshooting for Microsoft Suite applications.
Facilitate electronic signatures for documents as required.
Update profiles, such as LinkedIn, for the OMP as needed.
Conduct client research to support OMP initiatives.
Attend monthly OMP EC virtual meetings and special topic calls to stay connected with the OMP EC Community and expectations.
Demonstrate proficiency in Microsoft Office Suite, WebEx, social media tools (e.g., LinkedIn), and other emerging technologies.
Local Event Support Responsibilities:
caterers and bartenders) to the appropriate location in the office
Coordinate with event vendors to obtain Certificates of Insurance (COIs) and follow building COI processes
Attend vendor calls as required by Local Event Manager
Assist Local Event Services team with logistics for events and provide on-site support

Act as the on-site point of contact for off-site events. Liaise between venue point of contact and Local Event Services team.
Provide onsite (in-office) general event support as needed
Perform site visits to local event spaces. Take notes on details of the space and take pictures of space itself to provide to Local Event Services team.
Setup/modify restaurant reservations for non-complex events
Register any non-PwC attendees in Envoy in advance of the event
Assist Local Event Services Team with menu planning and catering coordination. The Local Event Manager will assist with firming up final guaranteed numbers and consult on catering contracts.
Support Local Event Services team by ordering catering for events through ezCater
Coordinate with internal customer and/or Local Event Services team to confirm set-up of event space within the office or off-site
Manage parking validations for visitors at firm-sponsored events in accordance with local requirements and Firm guidelines
Communicate in-office event details to the floor host team, including timing, location, vendors, guest count / external visitor count, requests for after hours / event continuation of HVAC and lighting, parking validations, etc.
Provide and upload all event invoices and event information to the Microsoft event folder for records
Previous experience in an administrative or executive support role.
Proficiency in Microsoft Office Suite and other relevant software.
Must have strong technical skills (Microsoft Office Suite, SharePoint, Expense and Travel Systems)

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.

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