Executive 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 detail-oriented Executive Assistant to join our team in Houston, TX. This full-time position reports directly to the Executive Operations Lead and will support two Partners at the firm. This position plays a pivotal role as a strategic assistant in optimizing internal processes and providing administrative support with professional and personal matters. 

We Need Your Drive and Precision 

Are you a detail-oriented professional with strong organizational skills, ready to tackle a myriad of daily functions with precision and dedication?

As our ideal candidate, you possess a solid background in administrative support for executives and a firm grasp of key entrepreneurial business concepts. You will work closely with team members at all levels, act as a gatekeeper, and fulfill the role of an ambassador both internally and externally. You will handle your duties in a professional manner, always upholding confidentiality. While this position involves a strong administrative component and requires a tactical “hands on” approach, it also requires significant executive level decision making skills.

This is a hybrid position with the ability to work remotely up to 2 days per week. 

Key Responsibilities 

• Manage and screen incoming and outgoing communication including emails, phone calls, mail, gifts and general information

• Schedule appointments/meetings and maintain the Partner’s calendar to reflect their priorities and protect time 

• Provide weekly overview to the Partners on upcoming priorities, commitments and deadlines 

• Manage clerks’ assignments and projects ensuring follow-through on action items by distributing workload and projects 

• Support the Partners on team member performance metrics and reviews, as well as highlight team member achievement and core value shoutouts 

• Book travel including accommodation and transportation according to preferences 

• Support in planning firmwide events including onsite and offsite meetings, retreats and business development activities as needed 

• Manage the requirements and timeline for Continuing Legal Education and annual state bar licensing for the partners 

• Optimize work processes, implementing the most efficient and effective processes to get things done with a focus on continuous improvement 

• Support, manage and execute activities and projects as assigned or dictated by business priorities 

• Actively manage relationship building activities by working closely with Client Success Coordinator 

• Speak on behalf of the Partner with precise professionalism

Position Requirements 

• High school diploma required; bachelor’s degree in business preferred 

• 5+ years of experience in Executive Assistant roles working with the VPs, Directors or Partners level 

• Can work independently, deploy problem-solving skills, and make decisions as appropriate in all areas of responsibility 

• Ability to adapt to new software and technologies 

• Excellent interpersonal communication skills 

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

• Commitment to excellence 

• Ability to prioritize and multitask while adhering to deadlines 

• Availability to work onsite in the downtown Houston office Monday-Friday 

Software Application Experience 

• Microsoft Office 365: Teams, Outlook, Word, Excel and PowerPoint, SharePoint 

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 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.