Legal Secretary

6 days ago


Houston, United States Oliva Gibbs LLP Full time
Job DescriptionJob Description

About Us 

Founded in 2013, Oliva Gibbs is a client-focused law firm that specializes in serving oil and gas companies nationwide.  With offices strategically located in Houston, Columbus, Lafayette, Midland and Oklahoma City, we advise a diverse range of clients – from Fortune 500, integrated oil and gas companies to private equity backed startups and mineral rights companies.  Committed to excellence, we have ambitious 5-year goals and are actively seeking a highly motivated and capable Legal Secretary to join our team in Houston, TX.  

We Need Your Drive and Precision 

Are you a detail-oriented, service-minded professional with strong organizational skills? As our ideal candidate, you possess a strong skillset in drafting, proofreading, formatting, researching, and providing administrative support. You will thrive in a dynamic, small office environment where you will be part of a mid-size energy law firm positioning you for growth and development opportunities. If you are passionate about providing a team of attorneys with invaluable support while ensuring the delivery of exceptional service to both internal and external clients – we want to hear from you 

Key Responsibilities 

Administrative Support 

  • Manage attorneys’ day-to-day schedules, including coordination of calendars, meetings, calls, appearances, and depositions 

  • Establishing case files, including processing initial information and details   

  • Track and calendar case deadlines and court appearances 

  • Process correspondence, reimbursement requests, expense reports, and check requests 

  • Provide backup support as needed to secretarial and administrative staff 

Document Management 

  • Prepare initial shell and edit various legal documents, including letters, motions, memoranda, briefs, and pleadings 

  • Proofread and format legal documents with meticulous attention to detail 

  • Organize, save, upload and process file-related documents, correspondence, and discovery responses 

  • Maintain and organize internal files and deadlines/activities specific to clients and matters 

Legal Procedures 

  • File all pleadings and documents (e-filing or otherwise) in Texas and Federal Court 

  • Communicate with Court and counsel as required 

  • Assist in deposition preparation, including scheduling and organizing exhibits  

  • Support mediation, arbitration, and trial preparation, including preparing materials and managing logistics 

Position Requirements 

  • Minimum 3 years of experience as a legal secretary, legal assistant or paralegal with a focus on litigation   

  • Legal expertise in Federal and Texas Proceedings 

  • Expertise in Outlook calendar management 

  • Experience drafting, proofreading and formatting legal documents 

  • Proven track record of the ability to adapt to new software technologies  

  • Excellent interpersonal communication skills 

  • Strong organizational skills, proven ability to multi-task, prioritize, analyze, organize, attend to detail, and follow through 

  • Commitment to excellent client service 

Software Application Experience 

  • Proficiency in E-Filing in Texas  

  • Skilled in Microsoft Office Suite: Word, Excel, Outlook and PowerPoint 

  • Experience with Time & Expense Reporting Systems – BigTime experience is a plus 

What We Bring 

  • Excellent benefits including healthcare (health, dental, vision and more) and additional insurance options, flex holidays and 401K match program 

  • Quarterly, team-based bonus system (beginning in the first full quarter of employment) 

  • A commitment to employee satisfaction and a culture that values our employees lives inside and outside of the office with options for a hybrid work environment and a progressive PTO policy 

Core Values 
Our core values include an unparalleled client experience, a passion for learning and a culture of collaboration. Each value is embraced and built on as a team and for individuals. Our team members take pride in our core values and are tasked with upholding them. We feel these values encompass what we strive to be as a firm for our clients and employees. 
 
Oliva Gibbs LLP is committed to providing a work environment free from discrimination and harassment. It is our policy to comply with all applicable federal, state, and local laws prohibiting employment discrimination. All employment decisions are based on business needs, job requirements, and individual qualifications without regard for race, color, religion, sex, sexual orientation (including gender identity and/or expression), pregnancy, national origin, age, disability, veteran status or any other factors protected by the laws or regulations in the states where we operate. We are committed to supporting a variety of recruiting initiatives to continue building a diverse and inclusive law firm and legal profession. 

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