Administrative Assistant

Company : Oliva Gibbs

Job Description - 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, Oklahoma City and San Antonio, 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 goals and are actively seeking a highly motivated and detailed oriented Administrative Assistant to join our team in Oklahoma City, OK.

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 office management, administrative support, project intake, and data management. 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

Present a cheerful, helpful first impression of the Firm for staff and guests.
Provide onsite office and facilities management from 9AM-5PM.
Handle project intake and data management.
Coordinate the planning and execution of the December 2026 office move from Edmond to Oklahoma City.
Order and maintain office supplies within budget.
Coordinate weekly office lunches and team building events.
Maintain accurate and timely HubSpot data entry and tracking.
Support and assist with legal projects.
Provide general administrative support based on firm needs.
Coordinate with the IT and Human Resources teams on new hire workspace preparation, onboarding logistics, and technology.
Other duties as assigned by team lead and Director of Administration.

Position Requirements

Minimum 2 years of experience in an administrative support role in a law firm or professional services environment.
Self-motivated to work independently and proactively identify needs.
Strong self-management skills with the ability to prioritize tasks and meet deadlines.
Excellent written and verbal communication skills.
Experience drafting, proofreading and formatting documents.
Proven track record of adapting to new software technologies.
Excellent interpersonal communication skills.
Strong organizational skills with proven ability to multi-task, prioritize, analyze, organize, attend to detail, and follow through.
Demonstrated leadership experience with a proven ability to take initiative and drive results.
Ability to handle sensitive and confidential information with discretion.

Software Application Experience

High level of proficiency in Microsoft Word, Excel and the full Microsoft Office Suite.
Experience with a CRM platform (HubSpot 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.
Team-based bonus system.
A commitment to employee satisfaction and a culture that values our employees’ lives inside and outside of the office with 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 PLLC 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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About the Company

Oliva Gibbs

CLEAR LEGAL SOLUTIONS FOR COMPLEX OIL, GAS AND MINERAL LAW ISSUES Why Work With us upcoming events Energy Education Series: Webinar | Negotiating With Ethics: Not Just a Suggestion Date: … Home Read More »

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Administrative Assistant

Job Description - Administrative Assistant

About the Company

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