Transactional Legal/Executive Assistant

Firm Overview:

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:

The Transactional Legal and Executive Assistant provides high-level support across transactional matters, real estate and litigation processes, and executive operations. This role partners closely with attorneys, firm leadership, and the Board of Directors to manage matters from inception through closing, coordinate key meetings and initiatives, and maintain organized, accurate records. This position plays a central role in keeping legal and business processes moving efficiently by tracking deadlines, facilitating document execution and filings, and managing competing priorities in a fast-paced environment. The role also supports executive and Board activities by coordinating schedules, preparing materials, and ensuring seamless execution of meetings and events.

Reports to:

This position reports to the CEO, their assigned attorneys and paralegals, and legal assistant team lead.

Transactional Legal Support

• Draft, revise, and proofread correspondence, memoranda, and complex legal documents, including transactional and corporate materials, real estate documents, and regulatory filings.
• Support the full transaction lifecycle by maintaining checklists, preparing closing binders, tracking key documents, and facilitating execution and closing deliverables.
• File and record documents with courts, county clerks, Secretary of State offices, and other governmental agencies, including SEC filings through EDGAR.
• Maintain organized electronic and physical client files in accordance with firm policies and document management standards.
• Conduct conflict checks and assist with legal and public records research.
• Manage attorney calendars and meeting logistics, including scheduling, travel coordination, and preparation for client-facing activities.

Real Estate and Litigation Support

• Support attorneys in real estate and related litigation matters, including condemnation, quiet title, probate, and similar proceedings.
• Prepare and file pleadings and other court documents, ensuring accuracy and timeliness.
• Facilitate service of process and track responses and related activity.
• Monitor case deadlines, including filings, hearings, and publication requirements, and maintain organized tracking systems.
• Coordinate filings, recordings, and case-related expenses, ensuring timely processing and follow through.
• Assist with preparation and delivery of final offer packages and track responses.

Executive and Board Support

• Manage executive calendar activity and related logistics, including meetings, client development efforts, and firm events.
• Coordinate Board and leadership meetings, including annual schedules, retreats, and special initiatives.
• Prepare and distribute meeting materials, ensuring clarity, organization, and follow up.
• Support the preparation and maintenance of attorney employment documentation, including offer letters, shareholder agreements, and separation materials.
• Maintain strict confidentiality in all executive, Board, personnel, and firm matters.

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:

• Exceptional organizational and time-management skills with the ability to manage multiple priorities and deadlines.
• Strong written and verbal communication skills, including advanced proofreading and document formatting abilities.
• Advanced proficiency in Microsoft Word, Excel, Outlook, PowerPoint, and Adobe Acrobat.
• Experience with document management systems and legal software platforms, including NetDocuments, Elite, PACER, OSCN, SEC/EDGAR, and Secretary of State filing systems preferred.
• Advanced Microsoft Word formatting and styles experience.
• Ability to learn new software applications and filing systems quickly.
• Strong attention to detail, accuracy, and quality control.
• Ability to work independently while collaborating effectively with attorneys, paralegals, administrative staff, and firm leadership.
• Demonstrated professionalism, discretion, and sound judgment when handling confidential and sensitive information.
• Commitment to providing exceptional client service and supporting the unique needs of attorneys and practice groups.

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.