We’re hiring an executive assistant to the managing partner in our Richmond, Virginia office. Applicants should send cover letter addressed to Marion Werkheiser and resume to marion@culturalheritagepartners.com with “Executive Assistant” as the subject line.

EXECUTIVE ASSISTANT TO THE MANAGING PARTNER

Cultural Heritage Partners, PLLC, is an entrepreneurial law, advocacy, and strategy firm serving clients in the cultural heritage sector throughout the world. We are committed to advancing the interests of our clients and the global art and preservation movement as a whole. We believe that the path to a better future is paved with lessons from our shared past.

We are urgently seeking an Executive Assistant with a four-year college degree and at least five years of applicable experience to support the firm’s managing partner in its Richmond, Virginia office.

Primary responsibilities include:

  • Manage an extremely active calendar of appointments
  • Arrange complex and detailed travel plans, itineraries, and agendas
  • Complete expense reports, file receipts, and liaise with firm’s bookkeepers to ensure appropriate categorization and reporting of firm expenses
  • Help ensure partner’s time entry is complete and assist with generating client invoices
  • Manage firm-wide filing system and ensure it is maintained
  • Compose and prepare correspondence that is sometimes confidential
  • Manage firm vendors, including for insurance, employee benefits providers, technology, building maintenance, and outside labor
  • Troubleshoot and resolve technology issues
  • Research, prioritize, and follow up on incoming issues and concerns addressed to the partner, including those of a sensitive or confidential nature
  • Work closely and effectively with the partner to keep her well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a “barometer,” having a sense for the issues taking place in the environment and keeping the partner updated.
  • Prioritize conflicting needs; handle matters expeditiously, proactively, and follow-through on projects to successful completion, often with deadline pressures
  • Meet and greet on-site clients and visitors
  • Daily mailing/shipping and receiving (light volume) — receive, sort, and route incoming mail and packages, process all outgoing mail and packages.
  • Perform general clerical duties, including but not limited to: directing phone calls, photocopying, faxing, mailing, filing, etc.
  • Research, price, and purchase office supplies, furniture, break room supplies, etc. Maintain appropriate stock levels of supplies.
  • Manage coffee/kitchen supply delivery service and make occasional store trips for purchases. (We at CHP believe coffee is one of the essential food groups!)
  • Set up and coordinate meetings, office meals, events, etc. as assigned. 

Qualifications

  • At least five years of prior clerical experience or office skills
  • Excellent time management, communication, human relations and organizational skills
  • Must be detail oriented
  • Ability to think critically, multi-task, and manage several projects at once
  • Professional and friendly demeanor
  • Experience managing invoices, payments, and travel; bookkeeping experience is a plus
  • Able to adapt to change
  • Advanced proficiency with Word, Excel, PowerPoint, Google Apps, Adobe Acrobat, MailChimp, and social media (knowledge of Clio is a plus)
  • Demonstrated proactive approaches to problem-solving with strong decision-making capability
  • Emotional maturity and honest, dependable, and able to safeguard sensitive information.
  • Highly resourceful team-player, with the ability to also be extremely effective independently
  • Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response
  • Demonstrated ability to achieve high performance goals and meet deadlines in a fast paced environment
  • Forward looking thinker, who actively seeks opportunities and proposes solutions

Law firm experience is not required, but all candidates should possess high-level interpersonal skills, unfailing professionalism, and the capacity to handle sensitive and confidential situations. The position continually requires demonstrated poise, tact and diplomacy, as well as the ability to communicate with individuals both internally and externally at all levels.

Being extremely detail-oriented, able to manage competing priorities and deadlines, and the thoughtfulness to anticipate the needs of the partner as well as other attorneys are much desired characteristics, as is a sense of humor.

Signs you are our next Executive Assistant:

  • You consider yourself a people person and have been known to strike up conversations with strangers
  • You enjoy the opportunity to wear many hats and would be bored otherwise
  • You think organizing is fun
  • You understand the importance of communication
  • You are able to anticipate others’ needs and plan accordingly

Salary range is $40,000-$45,000 depending on experience, with a generous benefits package including health insurance and 401(k) plan with employer match. This position is full time, with some flexibility in scheduling and generous paid time off.