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 one of the named Managing Partners and will play 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 organization 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.
Key Responsibilities
- Manage and screen incoming and outgoing communication including emails, phone calls, mail, gifts and general information
- Schedule appointments/meetings and maintain the Managing Partner’s calendar to reflect his priorities and protect time
- Draft professional documents, presentations, and emails for review
- Book travel including accommodation and transportation according to preferences
- Plan firmwide events including onsite and offsite meetings, retreats and business development activities
- Manage special projects ensuring follow through on action items and consistent project status updates
- Assist with new hire onboarding activities including office tours, introductions and coordination of first day events
- Manage the requirements and timeline for Continuing Legal Education and annual state bar licensing for the managing 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 including professional social media accounts
- Speak on behalf of the Managing Partner with precise professionalism
Position Requirements
- High school diploma required; bachelor’s degree in business preferred
- 5+ years of experience in Strategic Executive Assistant roles working with the C-Suite or Managing Partners
- 2+ years of project management experience
- 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
- Project Management Toolset: Monday.com experience is ideal
- CRM Toolset: HubSpot is preferred
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.
