Administrative Assistant

We are looking for an Administrative Assistant to support a busy legal intake function in Charlottesville, Virginia. This contract to permanent opportunity is ideal for someone who excels at organization, client communication, and managing sensitive information with care. In this role, you will help coordinate prospective client intake, prepare case-related documentation, and ensure attorneys receive complete and accurate materials needed to evaluate new matters.

Responsibilities:

• Evaluate incoming inquiries, gather relevant records, and organize information for attorney assessment of potential matters.

• Examine submitted documents, summarize key details, and identify whether additional materials are needed before legal review.

• Maintain timely communication with prospective clients, including follow-up outreach, status updates, and correspondence when representation will not move forward.

• Coordinate attorney consultations by arranging calls, tracking requests, and ensuring all supporting information is available in advance.

• Prepare engagement paperwork, contract addendums, and other intake-related documents with a high level of accuracy.

• Draft notices of appeal, notices of appearance, and similar administrative legal documents as requested.

• Deliver responsive service to both external clients and internal team members while managing deadlines and shifting priorities effectively.

• Enter, update, and maintain intake data, digital files, scanned records, and related administrative documentation using office and case management systems

• Experience in administrative support, intake coordination, receptionist duties, or a comparable office-based role.

• Strong background handling inbound calls and communicating professionally with clients and staff

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

• Ability to manage multiple assignments independently while maintaining attention to detail and meeting time-sensitive deadlines.

• Proficiency with Microsoft Office applications, including Word, Outlook, and Excel, along with general comfort learning new software tools.

• Skilled in written and verbal communication, with the ability to adjust tone and messaging for different audiences.

• Comfortable working with confidential information and using sound judgment when collecting and sharing case-related details.