Transactional Legal Assistant

Firm Overview:

GableGotwals is a full-service law firm with 100+ attorneys and more than 70 other professionals in Oklahoma and Texas. We represent a diversified client base across the nation, and our connections and reach are global. Fortune 500 corporations, privately owned companies, entrepreneurs, foundations, and individuals entrust us every day with the stewardship and strategic management of their legal challenges. We are well known for our high-quality legal services provided by an experienced group of litigators and transactional attorneys who have been recognized by Benchmark Litigation, Chambers USA, Best Lawyers in America, Oklahoma Super Lawyers, and several federal, state and county bar associations. The firm provides a highly engaged, collaborative, team-based approach to doing life at work while we serve our clients with excellence not only throughout Oklahoma but across the U.S.

This position reports to the Transactional Legal Assistant Liaison, as well as their assigned attorneys and paralegal(s).

• Support and cultivate an elevated level of client service standards.
• Draft, format, and proofread correspondence, contracts, agreements, and other transactional documents.
• Provide transactional support duties such as closing binders, update checklists, update spreadsheets, pay vendors, prepare and file entity formation documents, amendments, dissolutions, and other corporate filings with the Texas Secretary of State and other jurisdictions.
• Proofread documents and check for proper formatting, spelling, and grammar; complete revisions, prepare redline documents as directed, and submit for e-filing when appropriate.
• Assist in preparing closing checklists, tracking deliverables, and organizing closing binders.
• Coordinate the execution of documents, including obtaining signatures, notarization, and delivery to relevant parties.
• Perform various clerical duties such as receive, screen and respond to callers; review, scan and route incoming mail; prepare outgoing mail; arrange for specialized overnight mail or messenger service; coordinate activities with courthouse runner; maintain and update contacts and addresses; scan and photocopy materials; and keep current with attorney’s deadlines and caseloads.
• Maintain electronic client and firm administrative files according to the Firm’s digital file management guidelines, as well as paper files, as necessary, and other records.
• Manage attorney calendars, including scheduling appointments and other tasks related to calendar/docket due dates; schedule and coordinate internal/external meetings and conferences, including all organization and coordination, as well as travel arrangements; actively communicate changes or reminders to direct reports, as needed.
• Assist the billing department and billing attorneys with firm-related billing tasks, process expense reports and check requests.

Education and Qualifications:

• Minimum of three (3) years of legal assistant experience in a transactional practice (corporate law, real estate, or similar).

Preferred Qualifications:

• Experience with legal practice management or document management software.
• Notary Public commission (or willingness to obtain).
• Associate’s degree, bachelor’s degree, or paralegal certificate.

Required Skills:

• Maintain a positive “can-do” attitude while working in a fast-paced working environment.
• Clear and effective communication and strong people skills.
• Excellent grammar, proofreading, and document formatting skills.
• Strong organizational skills with the ability to prioritize and meet deadlines.
• Strong working knowledge of Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and PDF editing software; ability to work with a multitude of software/web-based applications.
• Microsoft Word Styles experience and document formatting experience preferred.
• Familiarity with Texas Secretary of State and other relevant filing systems.
• Operate standard office equipment such as telephones, conferencing equipment, photocopiers, scanners, postage machines, etc.
• Flexible to meet the unique needs of each individual attorney to support their practice and/or to support the specific needs of a case.
• Ability to maintain confidentiality and exercise sound judgment.

Physical Demands:

While performing this job, the employee must be able to read from both paper and computer screens; sit for extended periods; and use wrists, hands, and fingers for typing, writing, operating computers, and handling office materials. The position involves remaining seated at a computer approximately 90% of the time, with occasional movement around the office to meet with others, attend meetings, access files, and use office equipment. These tasks may require bending and lifting items up to 25 lbs. The work environment is a typical office setting with moderate noise, comfortable indoor temperatures, and bright lighting. Minimal to no travel is expected.

The qualifications, physical demands, and work environment described are representative of those required to perform the essential functions of this job. Reasonable accommodations may be made for individuals with disabilities. The requirements listed reflect the minimum knowledge, skills, and abilities for the position.

Acknowledgement

Gable Gotwals is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, pregnancy, age, national origin, disability, sexual orientation, gender identity or expression, marital status, genetic information, protected veteran status, or other factors protected by law.