Intake Administrative Assistant

This is a fully remote position, open to applicants in United States.

📋 Description

• Develop and manage spreadsheets, trackers, along with daily, weekly, and monthly reporting.

• Utilize Excel features such as formulas, pivot tables, lookup functions, conditional formatting, data validation, charts, filtering, and sorting to organize and analyze data.

• Ensure data accuracy across reports and systems; detect missing, duplicate, inconsistent, or unusual entries.

• Present information in a clear manner to help leadership understand status, volume, deadlines, and exceptions.

• Take ownership of assigned projects from planning through to completion, which includes managing tasks, timelines, owners, risks, and next steps.

• Collaborate with team members to gather information, resolve roadblocks, and maintain workflow continuity.

• Provide succinct progress updates, communicate any delays promptly, and ensure deliverables are completed.

• Review unassigned notes and designated work queues; direct items to the appropriate owner and monitor unresolved tasks until completion.

• Identify recurring trends that indicate gaps in processes, training, systems, or ownership.

• Evaluate procedures, reports, templates, and workflows to eliminate unnecessary steps, duplicate efforts, unclear handoffs, or ongoing errors.

• Suggest, test, document, and implement approved enhancements to processes.

• Maintain well-organized records, files, procedures, and supporting documentation while safeguarding confidential information.

⛳️ Requirements

• Intermediate to advanced proficiency in Microsoft Excel, including pivot tables, functions like XLOOKUP or equivalents, formulas, conditional formatting, data validation, filtering, sorting, charts, and data cleanup.

• Proven ability to manage multiple assignments, track deadlines, and complete projects with minimal supervision.

• Strong attention to detail with the capacity to identify discrepancies, missing information, and gaps in processes.

• Excellent written and verbal communication skills, sound judgment, discretion, and reliable follow-through.

• Collaborative mindset with accountability for outcomes and a willingness to learn.

• Preferred: experience in supporting a legal intake department, call center, operations team, or another high-volume client service environment.

• Preferred: experience using project trackers, workflow queues, databases, customer relationship management systems, or case management platforms.

• Preferred: experience in creating procedures, checklists, templates, or process maps.

• Some familiarity with Microsoft Copilot and/or similar AI-integrated technologies is preferred.

• Comfort with learning new technologies and translating departmental needs into clearer reports and workflows.

🏝️ Benefits

• Remote work arrangement.

• Opportunities for growth and the potential for expanded responsibilities based on performance and business needs.