Transactional Legal Assistant

About GableGotwals:

GableGotwals is a full-service law firm with nearly 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. GableGotwals has been recognized by The Oklahoman as a Top Workplace for six years running. We have been recognized as a 2025 USA Today Top Workplace, a Top Inclusive Workplace by MOSAIC, and a VETS Indexes Recognized employer. The Firm has been named to VAULT’s Top 150 under 150 list for eight consecutive years. We provide a highly engaged, collaborative, team-based approach to doing life at work while we serve our clients with excellence not only throughout Oklahoma and Texas, but across the U.S.

Why Join Us:
Our purpose is to deliver exceptional legal services using our diverse skills and experience and to enrich our team and community. We strive to exhibit our core values in all that we do. Our core values are:

• Excellence – Provide the highest level of service to internal and external clients.
• Integrity – Uphold the highest ethical standards.
• Collaboration – Work together with collective skills experience, and efforts for optimal results.
• Support – Maintain a positive, respectful environment that embraces diverse perspectives and needs among clients, team members, and community.

Benefits:

• Eligible for health insurance (including dental) on day one
• Free Teladoc appointments
• Group term life insurance and long-term disability insurance
• Supplemental life, vision, AFLAC, and pet insurance
• Medical and dependent care flexible spending accounts
• 401(k) and profit-sharing plan
• PTO, sick leave, and floating holiday
• Paid parental leave
• Most positions are eligible for twenty-six remote days per year

Position Summary:

A Transactional Legal Assistant will work under the direction of the attorneys and paralegals to whom they are assigned and provide a wide range of practice-specific administrative and clerical support. This includes the preparation and processing of correspondence and memoranda as well as complex legal documents. Responsibilities include but are not limited to drafting, formatting, data entry, docket management, client communication, calendar maintenance, performing basic research, and maintaining client files throughout the life cycle of the matter.

Although this position supports a primary group of attorneys and/or paralegals, they must be able to work independently as well as collaboratively and cooperatively with others so that adequate back-up and overflow support exists when the need arises. Perform comprehensive secretarial functions for attorneys which require knowledge of complex document formatting, procedures, and specialized terminology associated with the rendering of real property, estate planning, tax, and transactional services. Prepare documents and maintain files and calendars. Schedule appointments/meetings and make travel arrangements. Client contact requiring discretion and judgment.

Experience in litigation is a plus.

Reports to:

This position reports to the Human Resources Generalist, as well as their assigned attorneys, paralegal(s), and legal assistant liaison.

Essential Job Functions:

• Support and cultivate an elevated level of client service standards
• Prepare and process correspondence and memoranda as well as complex transactional documents such as purchase and sale agreements and other M&A-related documents, SEC filings, financial instruments, transaction checklists, condemnation pleadings, real estate documents, corporate/LLC formation documents
• Provide transactional support duties such as closing binders, update checklists, update spreadsheets, pay vendors, file documents with court clerks, Secretary of State, SEC, etc. and record documents with various county clerks.
• Proofread documents and check for proper formatting, spelling, and grammar; complete revisions, prepare redline documents as directed, and submit for e-filing when appropriate
• 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; create pleading binders or electronic copy of pleadings in NetDocuments and the Firm’s Daily Intake, 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, conferences, depositions, including all organization and coordination, as well as travel arrangements; actively communicate changes or reminders to direct reports, as needed
• Interact with various courts, clients, vendors, lawyers, and staff and maintain positive relations with each
• Aid the billing department and billing attorneys with firm related billing tasks, process expense reports and check requests
• Apply practice-related knowledge and skills to complete projects and tasks; effectively find, promote, and apply technologies or delegate to firm resources to maximize efficiency in conducting assignments

Education and Qualifications:

• Associate degree in legal studies or related field and minimum of one (1) year relevant work experience; or minimum of three (3) years of relevant work experience
• Notary preferred
• Knowledge of local, out-of-state, and federal court litigation documentation, deadlines and filing procedures (both e-filing or paper requirements)

Required Skills:

• Maintain a positive, “can-do” attitude, while working in a fast-paced working environment
• Clear and effective communication and strong people skills; strong grammar, spelling, and punctuation
• Able to work independently or as a team in a collaborative environment
• Strong diligence with great emphasis on accuracy and quality
• Prioritize tasks and provide support and response to requests on time
• Advanced knowledge of MS Word, Excel, Outlook, PowerPoint, and Adobe Acrobat (Microsoft Office Certification, a plus)
• Strong Microsoft Word Styles experience
• Ability to work with a multitude of software/web-based applications e.g., NetDocuments, Daily Intake and Elite
• Knowledge of Pacer, OSCN, SEC/EDGAR and Oklahoma Secretary of State websites
• Operate standard office equipment such as telephones, conferencing equipment, photocopiers, scanners, postage machines, etc.
• Able to quickly learn e-filing in out-of-state district courts and federal district court systems
• Knowledge of legal procedures, legal terminology, and e-discovery databases such as Relativity
• Strong document formatting experience
• 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
• Use proper judgement and discretion when dealing with sensitive, confidential information.
• Ability to manage stressful situations in a professional and courteous manner

Physical Demands:

• While performing the duties of this job, the employee will be required to read from hard-copy paper and computer screen, sit, talk, hear, use wrist, hands, and fingers repetitively to type, write, operate computer and other office equipment/machinery, handle and grasp paper and other office objects. Additionally, the person in this position will remain in a stationary sitting position 90% of the time working on a computer; occasionally moving about our office to visit and meet with others and/or attend meetings, access file cabinets, use office machinery, etc., which will require bending and lifting of items less than 25 lbs.  The typical office environment is of moderate noise level, an indoor temperate environment, and light levels that are bright and conducive to minimal eye strain. Little to no travel is expected for this position.

The qualifications, physical demands, and work environment described herein are representative of those an employee will encounter and must meet to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities.
 

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.