Administrative Assistant

Job Description

Job Description

We are looking for a highly organized Administrative Assistant to support a busy intake function in Charlottesville, Virginia. This contract-to-permanent opportunity is ideal for someone who thrives in a client-focused environment, manages sensitive information with care, and keeps processes moving efficiently from first contact through case setup. The person in this role will coordinate communications, gather and review documentation, and provide reliable administrative support that helps attorneys respond promptly to potential clients.

Responsibilities:
• Manage the intake workflow by responding to new inquiries, collecting essential details, and ensuring each matter is routed appropriately for review.
• Examine incoming records and supporting materials to identify whether a matter may warrant attorney evaluation, then organize documentation for timely follow-up.
• Maintain ongoing communication with prospective clients by requesting missing information, providing status updates, and ensuring next steps are clearly explained.
• Arrange consultations and follow-up discussions between attorneys and potential clients, keeping calendars and scheduling details accurate.
• Prepare engagement documents, contract addendums, and other intake-related paperwork with close attention to accuracy and completeness.
• Draft notices, correspondence, and related administrative documents as needed to support legal intake and case-opening activities.
• Deliver attentive service to clients, attorneys, and internal staff by addressing questions promptly and handling concerns with care.
• Perform data entry, scanning, document imaging, and general office support tasks to maintain complete and accessible records.• Experience in administrative support, intake coordination, receptionist work, or a similar office-based role.
• Strong verbal and written communication skills with the ability to interact professionally with clients, attorneys, and team members.
• Excellent attention to detail and the ability to manage documents, correspondence, and data with a high degree of accuracy.
• Proven ability to prioritize multiple tasks, meet deadlines, and work independently in a fast-paced environment.
• Proficiency with Microsoft Office applications, including Word, Outlook, and Excel.
• Comfortable handling inbound calls, performing data entry, and using office technology such as scanners and imaging tools.
• Strong interpersonal skills and a collaborative approach to working with internal teams and external contacts.