Administrative Assistant

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 Administrative Assistant 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 administrative support with experience organizing large amounts of data, handling client intake and setup in our invoicing system, tracking attorney time, running reports, and providing back-up to office administrative functions. 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 

• Handle client/new matter intake including setup in invoicing system 
• Track and report on attorney hours, contractor hours, origination bonuses and sales commissions 
• Provide coverage in the office from 9AM-5PM daily including providing back-up front-desk support and facilities support as-needed 
• Support and assist legal staff as requested 
• Prepare reports 
• Download and upload large amounts of client documents 
• Make bank deposits 
• Support special projects as requested firmwide 
• Manage multiple clerical and legal projects at once 
• Provide administrative support for meetings and events 
• Provide backup support as needed to office administration and the marketing team 
• Other duties as assigned 

Position Requirements 

• Minimum 2 years of experience in an administrative support role in a law firm or professional services environment   
• Proficiency in technology including the Microsoft Office Suite and time and expense systems 
• Experience drafting, proofreading and formatting 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 
• Willingness to take on new tasks 
• Ability to handle sensitive and confidential information with discretion 

Software Application Experience 

• 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.