Administrative Assistant

Job Description

Job Description

We are looking for an Administrative Assistant to support a fast-paced legal intake function in Charlottesville, Virginia. This contract to hire position is ideal for someone who excels at managing client communications, organizing documentation, and keeping processes moving efficiently from initial inquiry through case setup. The person in this role will work closely with attorneys and internal staff to gather critical information, coordinate next steps, and deliver a high-quality experience for prospective clients.

Responsibilities:

• Assess incoming inquiries, collect relevant records, and organize materials for attorney evaluation of potential matters.

• Examine submitted documentation, identify key details, and prepare files for efficient pre-review by legal staff.

• Communicate with prospective clients when representation will not move forward, ensuring updates are delivered clearly and effectively.

• Follow up with individuals to obtain outstanding information or records requested by attorneys during the intake process.

• Coordinate and schedule consultations and follow-up conversations between attorneys and prospective clients.

• Prepare engagement documents, contract addenda, and other intake-related paperwork with accuracy and attention to detail.

• Draft notices and supporting administrative documents as needed to assist with matter initiation and ongoing case support.

• Provide responsive service to both internal teams and external clients while maintaining organized records, data entry accuracy, and consistent follow-through.

• Experience in administrative support, office coordination, or preferably in a law firm.

• Strong ability to manage inbound calls, handle receptionist-style duties, and maintain a courteous client-facing presence.

• Demonstrated accuracy in data entry, document preparation, proofreading, and file organization.

• Clear written and verbal communication skills with the ability to tailor messaging to different audiences.

• Ability to work independently, prioritize multiple deadlines, and maintain a high level of attention to detail.

• Proficiency with Microsoft Office applications and comfort learning new software, office systems, and scanning or imaging tools.

• Strong interpersonal skills and the ability to collaborate effectively with attorneys, staff, and clients in a team-oriented setting.