Transactional Legal/Executive Assistant

GableGotwals•Tulsa, OK

3d•Hybrid

About The Position

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.

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
Notary preferred
Knowledge of local, out-of-state, and federal court litigation documentation, deadlines and filing procedures (both e-filing or paper requirements)
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.
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.

Nice To Haves

Experience with document management systems and legal software platforms, including NetDocuments, Elite, PACER, OSCN, SEC/EDGAR, and Secretary of State filing systems preferred.

Responsibilities

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.
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.
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.