Executive Assistant

Are you highly organized, detail-driven, and ready to support a fast-paced legal team? At ClearDesk, you’ll enjoy the stability of long-term placement, the flexibility of remote work, and the opportunity to play a pivotal role in ensuring smooth court scheduling and administrative operations. In this remote position, you'll be an essential part of managing court dates, resolving scheduling conflicts, and maintaining constant communication with lawyers, court personnel, and clients. Our Story Starts with People Like You The two founders, best friends, were running businesses that needed great talent fast. So, they started building remote teams across countries like the Philippines, Colombia, and India. Not only did it work, it thrived. They realized that talent isn’t limited by geography. With today’s technology and high-speed internet, we’re able to build high-performing global teams that support businesses across the U.S. So ClearDesk was born. Today, ClearDesk helps U.S. businesses grow by building world-class remote teams. We don’t just connect talent; we manage the entire experience, from recruiting to retention. And while we help clients thrive, we also stay deeply committed to helping our remote team members build real, lasting careers that support their lives and their families. That’s where you come in. The Role: Legal Executive Assistant Imagine being the go-to person who keeps the firm’s calendars running seamlessly, reviewing incoming court events, filings, and hearings while promptly identifying any conflicts. You’ll be responsible for updating the calendar, communicating with defense counsel, and filing necessary paperwork with the court. On top of that, you’ll be a key player in handling phone communications, maintaining documents, and supporting various administrative tasks that keep the firm’s operations flowing smoothly. Whether you're coordinating hearings, preparing case documents, or supporting internal team communications, you'll ensure that no detail is overlooked. The best part? You’ll have the flexibility to do it all remotely, supporting a high-performing legal team with precision, professionalism, and attention to detail. What Your Days Might Look Like: Manage the firm’s e-services inbox through the Connecticut Judicial Branch website, reviewing and organizing all incoming items (typically around 19 per day). Add new court events, filings, and hearings to the firm calendar, ensuring all details are accurate and conflicts are identified promptly. Review existing calendar entries to check for potential scheduling overlaps, rescheduled events, or cancellations, and resolve conflicts by coordinating directly with defense counsel or other involved parties. File necessary paperwork or requests with the court to formally resolve scheduling conflicts or confirm updated hearing dates. Maintain constant communication with attorneys and team members to ensure everyone is aware of upcoming cases, deadlines, and court appearances. Manage general scheduling support, including attorney conferences, client calls, and internal team meetings. Handle professional phone communications via RingCentral — including answering and returning calls, leaving personalized outgoing messages, and assisting with client inquiries when needed. Collaborate with the team through MS Teams and WhatsApp for updates, quick check-ins, and escalation of time-sensitive matters. Organize, label, and store case documents using Filevine, Microsoft Workspace, and OneDrive to ensure easy access and version control. Support filing, document preparation, and general administrative duties to help streamline the office’s daily workflow. Take on special projects or administrative initiatives as assigned, helping to improve internal systems or assist with firm growth initiatives. Follow up with attorneys to confirm availability and ensure all court or client commitments are properly reflected in the shared calendar. Communicate professionally with court personnel or opposing counsel when clarification or coordination is required. Report directly to Kali for administrative tasks and escalate issues or scheduling concerns to Matthew as needed. Use VPN access securely to manage activities on the Connecticut Judicial Branch’s website and other court-related platforms. Who We Think Will Thrive in This Role: You have experience in legal support, court scheduling, or administrative coordination You’re confident using tools like Microsoft Suite, MS Teams, OneDrive, or legal platforms such as Filevine or court-related websites. You communicate clearly and professionally with lawyers, court personnel, opposing counsel, and clients via email, phone, and messaging platforms like RingCentral and WhatsApp. You’re self-managed, tech-savvy, and excel at working remotely while staying organized and meeting deadlines. You’re detail-oriented, proactive, and thrive at managing multiple calendars, resolving scheduling conflicts, and ensuring all court dates and filings are accurate. You’re a problem-solver who can handle time-sensitive matters, prepare documents, and provide key administrative support to streamline team operations. You are willing to work in a US time zone schedule. You can secure the required technical setup, including: At least a 720p HD webcam A noise-canceling headset A primary internet connection of at least 25 Mbps A backup laptop, backup internet device, and backup power source A main computer with at least Intel Core i5 (or equivalent) and 8 GB RAM A backup computer with at least Intel Core i3 and 4 GB RAM Why ClearDesk? Because we believe work should be meaningful, even from home. At ClearDesk, you’ll work with clients who respect your time and value your skills. You’ll join a remote-first team that genuinely supports you, and you’ll see the impact of your work in real, tangible ways that matter to the people you work with. We don’t just want you to do your job. We want you to grow with us, stay with us, and feel proud of the difference you’re making. Here’s what you can expect from us: We pay you fairly and on time We provide prepaid HMO coverage for your peace of mind We help you grow with tools, training, and honest feedback We celebrate your wins And above all, we actually care Ready to be part of something that matters? Apply now and start your journey with ClearDesk. Important Reminder: ClearDesk does not ask for any monetary payments or fees as part of our employment process. If you encounter any request for payment, please disregard it and report it to us immediately. For your security, please ensure that all communications are conducted through emails originating from (@cleardesk.com or @cleardeskteam.com). Disclaimer: Candidates who apply for this position may be re-profiled to similar roles depending on their qualifications, experience, and current market demand. #J-18808-Ljbffr