Transactional Legal Assistant

GableGotwals•Tulsa, OK

5d•Onsite

About The Position

The Transactional Legal Assistant provides comprehensive, practice-specific administrative support to assigned attorneys and/or paralegals, working under their direction to complete a variety of tasks. 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, 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.

Requirements

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
Knowledge of local, out-of-state, and federal court litigation documentation, deadlines and filing procedures (both e-filing or paper requirements)
Ability to type accurately at a minimum speed of sixty-five words per minute
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 and document formatting experience
Ability to work with a multitude of software/web-based applications e.g., NetDocuments, Simply Agree, 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 and legal terminology
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

Nice To Haves

Notary preferred
Microsoft Office Certification, a plus

Responsibilities

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
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
Assist the billing department and billing attorneys with firm related billing tasks, process expense reports and check requests