Intake Administrative Assistant

Position Summary

The Intake Administrative Assistant provides reporting, project, and workflow support to the Intake Department. The right candidate will use strong Excel skills, take projects through completion, resolve unassigned or incomplete work, and identify practical ways to improve existing processes. This administrative role offers growth potential for someone who consistently demonstrates ownership, judgment, initiative, and reliable results.

Core Responsibilities

Excel and Reporting

• Create and maintain spreadsheets, trackers, and daily, weekly, and monthly reports.
• Use formulas, pivot tables, lookup functions, conditional formatting, data validation, charts, filtering, and sorting to organize and analyze information.
• Validate data across reports and systems; identify missing, duplicate, inconsistent, or unusual entries.
• Present information clearly so leadership can understand status, volume, deadlines, and exceptions.

Project Management and Follow-Through

• Own assigned projects from planning through completion, including tasks, timelines, owners, risks, and next steps.
• Coordinate with team members to obtain information, address roadblocks, and keep work moving.
• Provide concise progress updates, communicate delays early, and confirm deliverables are complete.

Unassigned Notes and Workflow Support

• Review unassigned notes and designated work queues consistently.
• Route items to the appropriate owner, document actions, and track unresolved work through completion.
• Identify recurring patterns that may signal a process, training, system, or ownership gap.

Process Improvement and Administration

• Review current procedures, reports, templates, and workflows for avoidable steps, duplicate work, unclear handoffs, or recurring errors.
• Recommend practical updates that improve accuracy, speed, consistency, or visibility.
• Help test, document, and implement approved improvements.
• Maintain organized records, files, procedures, and supporting documentation while protecting confidential information.

Required Qualifications

• Intermediate to advanced Microsoft Excel skills, including pivot tables, lookup functions such as XLOOKUP or equivalent, formulas, conditional formatting, data validation, filtering, sorting, charts, and data cleanup.
• Demonstrated ability to organize multiple assignments, track deadlines, and complete projects with limited follow-up.
• Strong attention to detail and the ability to identify discrepancies, missing information, and process gaps.
• Clear written and verbal communication, sound judgment, discretion, and dependable follow-through.
• Team-oriented mindset with accountability for results and willingness to learn.

Preferred Experience

• Experience supporting a legal intake department, call center, operations team, or other high-volume client-service environment.
• Experience with project trackers, workflow queues, databases, customer relationship management systems, or case-management platforms.
• Experience creating procedures, checklists, templates, or process maps.
• Some experience with Microsoft Copilot and/or similar AI-integrated technologies.
• Comfort learning new technology and helping translate department needs into clearer reports and workflows.

Performance Expectations

• Produce accurate, organized, and timely reports, records, and project updates.
• Complete assigned work and communicate risks or delays before they affect results.
• Track unassigned notes and outstanding items until resolved or formally handed off.
• Recommend practical improvements while respecting approved procedures and decision-making authority.
• Demonstrate increasing capability, initiative, and readiness for broader responsibility.

Growth Opportunity

This position is an administrative foundation, not a ceiling. Growth is earned through consistent results, stronger skills, initiative, good judgment, and the ability to improve the work of the team. Based on performance and business needs, the role may expand into reporting, operations, systems support, project coordination, quality assurance, or another position within the organization.