Pacific Maritime Association · 8 hours ago
Legal Administrator/Executive Assistant
San Francisco, CA, US
Full-time
Hybrid
Mid, Senior Level
$110K/yr - $145K/yr
5+ years expPacific Maritime Association (PMA) is a non-profit organization that serves as a collective bargaining agent for shipping lines and marine terminal operators. The role involves providing high-level administrative support to the Legal Department, managing legal matters, and assisting with civil litigation and administrative tasks, while maintaining confidentiality and accuracy in documentation.
Marine Technology
Responsibilities
Develop, organize, and maintain systems for managing Legal Department records, including litigation, administrative agency matters, and corporate documents; ensure timely data entry, accurate filing, and protection of privileged and confidential materials
Design and maintain matter, records, and document management systems, including version control
Plan and support PMA Board, Finance Committee, and Membership meetings by managing calendars, coordinating with internal and member-company stakeholders, and preparing, distributing, and maintaining meeting materials, agendas, minutes, and related documents
Maintain databases and records related to PMA member companies and the Board of Directors, including applications, agreements, admissions, and contact information
Prepare and edit documents with a high degree of accuracy, formatting, and version control
Provide proactive administrative support to the General Counsel and Senior Counsel, including correspondence management, information gathering, document drafting and editing, and thoughtful communication routing
Manage the General Counsel’s calendar, meetings, and travel; provide limited scheduling and administrative support to Senior Counsel
Partner with Accounting to process Legal Department invoices and expenses, track outside legal spend, prepare monthly accrual estimates, and support budget planning and reporting
Contribute to a collaborative, professional work environment while effectively supporting the Legal Department in a fast-paced, high-pressure setting
Qualification
Required
Demonstrates a professional, positive, and solutions-oriented approach, with a focus on efficiency, continuous improvement, and eliminating backlogs
Exercises sound judgment, discretion, and integrity, particularly when handling confidential and sensitive information
Learns quickly and understands PMA and Legal Department operations to properly classify, manage, and store information and documents
Adapts effectively to changing priorities, assignments, and work environments
Maintains exceptional attention to detail, accuracy, and follow-through; takes ownership of responsibilities and sees complex projects through completion
Highly organized, with the ability to streamline processes and maintain orderly, efficient systems
Communicates clearly and professionally in both written and verbal business communications
Advanced user of Microsoft Outlook, Word, PowerPoint, and Excel, with regular use of advanced formatting and document-creation features
Able to learn and use additional systems and tools, including Diligent Board books, Concur, Lotus Notes, and Oracle
Manages time effectively and is familiar with scheduling and travel planning
Demonstrates confidence and professionalism with an assertive yet gracious interpersonal style
Bachelor's degree required
Preferred
5+ years of experience supporting a legal department preferred
Paralegal or legal assistant/secretary experience preferred
Benefits
Comprehensive healthcare coverage through the ILWU-PMA Welfare Plan with no employee premiums and minimal out-of-pocket expenses.
A 401(k)-retirement plan with employer matching.
Tuition reimbursement for professional development opportunities.
Company
Pacific Maritime Association
Pacific Maritime Association provides industry leadership for integrated labor relations, human resources & administrative services.
51-200 employees
Funding
Current Stage
Growth StageLeadership Team
Michael Wechsler
CFO, SVP Finance and Administration
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