Transactional Legal Assistant/Executive Assistant

GableGotwals; Tulsa (OK); Hybrid; USD 65,000 - 90,000; Full time

Benefits offered by this job

Health insurance day one

Group life insurance

Disability insurance

Flexible spending accounts

401(k) and profit sharing

PTO and sick leave

Floating holiday

Paid parental leave

Remote days availability

Job summary

Gable Gotwals seeks a skilled Transactional Legal Assistant to partner with attorneys, firm leadership, and the Board. You will manage transactional workflows, real estate and litigation processes, and executive operations, ensuring deadlines, filings, and document execution stay on track.

The role advances governance initiatives by coordinating Board meetings, preparing materials, and maintaining records. The ideal candidate is proactive, detail-oriented, and thrives under pressure while

Qualifications

• Strong organizational and time-management abilities with multiple priorities.
• Excellent written and verbal communication, proofreading and formatting.
• Proficiency in Microsoft Word, Excel, Outlook, PowerPoint, and Acrobat.

Responsibilities

• Draft, revise, and proofread legal documents including transactional and real estate materials.
• Support the full transaction lifecycle from checklists to closing deliverables.
• File with courts and government agencies, including EDGAR filings.
• Maintain organized client files and conduct conflicts checks.
• Coordinate attorney calendars and meeting logistics.

Education

Associate degree in legal studies or related field

Notary preferred

Knowledge of litigation documentation and filing procedures

Tools

NetDocuments

Elite

PACER

SEC/EDGAR

Job description

GableGotwals is a full-service law firm with nearly 100 attorneys and more than 70 professional staff members serving clients from offices in Oklahoma and Texas. We represent a diverse client base across the nation, and our relationships and reach extend globally. We are recognized for delivering exceptional legal services through a team of highly skilled litigators and transactional attorneys whose work has earned distinction from organizations including Benchmark Litigation, Chambers USA, Best Lawyers in America, Oklahoma Super Lawyers, and numerous federal, state, and county bar associations.

Just as importantly, we are committed to creating an exceptional workplace. GableGotwals has been recognized as an Oklahoma Top Workplace for ten consecutive years, a 2025 USA Today Top Workplace, a Top Inclusive Workplace by MOSAIC, and a VETS Indexes Recognized Employer. At GableGotwals, we combine excellence with a highly engaged, collaborative, and team-oriented culture. We believe that meaningful work is best accomplished alongside talented colleagues who support one another, value relationships, and are committed to serving clients with excellence throughout Oklahoma, Texas, and across the United States.

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.
• Eligible for health insurance (including dental) on day one
• 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 serves as a trusted partner to attorneys, firm leadership, and the Board of Directors, providing sophisticated support across transactional matters, real estate and litigation processes, and executive operations. This highly visible role is integral to the successful execution of complex legal matters, coordinating activities from inception through closing while ensuring deadlines, filings, document execution, and critical business processes remain on track.

In addition to legal practice support, this position plays a key role in advancing firmwide initiatives and governance activities by coordinating Board and executive meetings, preparing materials, managing schedules, and maintaining organized and accurate records. The ideal candidate is proactive, detail-oriented, and thrives in a fast-paced environment where balancing competing priorities, anticipating needs, and delivering exceptional service are essential to success.

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 three (3) years relevant work experience; or minimum of five (5) 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.