Administrative Coordinator_USA_USD

Responsibilities:

The Administrative Coordinator, Labor Relations & Employment Law is based in Los Angeles, CA and provides high-level administrative support to multiple executives and team members, with a focus on effective communication, calendar management, and digital document organization. This role will support efficient workflows across the department, accurate records management, and professional engagement with internal and external stakeholders.

Communication & Coordination:
• Serve as a point of contact for internal and external communications, exercising professionalism, discretion, and sound judgment in all interactions
• Draft, proofread, and distribute correspondence, emails, and departmental communications
• Consult with executives, attorneys, union representatives, vendors, and cross-functional departments to ensure timely information flow and follow-up
• Handle sensitive, legal, or personnel-related information with confidentiality and care

Scheduling & Meeting Management:
• Manage complex calendars for multiple executives across time zones using Microsoft Outlook
• Coordinate meetings by preparing materials, sending invitations, tracking action items, and managing follow-ups
• Anticipate scheduling conflicts, assess priorities, and proactively resolve issues to support daily operations
• Arrange occasional travel and process-related itineraries and approvals as needed

Digital Filing & Computer-Based Skills:
• Maintain accurate and organized digital and hard-copy filing systems, including scanning, uploading, and managing documents within shared drives and document management platforms
• Regularly input and update claims and case-related information in the case management system
• Create, edit, and format documents, reports, spreadsheets, and presentations using Microsoft Word, Excel, and PowerPoint
• Track deadlines and maintain logs, reminders, and basic trackers to support departmental timelines

Administrative & Departmental Support:
• Prepare and submit expense reports in Concur, check requests, and other administrative documentation in accordance with company guidelines
• Run routine reports from internal systems and assist with document preparation and distribution
• Support department initiatives, special projects, and ad hoc administrative needs as directed while providing backup support and contributing to a collaborative team environment

Basic Qualifications:
• Bachelor's degree or equivalent combination of education and relevant administrative experience
• Minimum of 2 years' experience in an administrative, coordinator, or executive support role
• Highly skilled in Microsoft Outlook, Word, Excel, PowerPoint, SharePoint, and Notes
• Demonstrated ability to manage multiple priorities and meet deadlines in a fast-paced environment
• Clear and effective written and verbal communication skills, with the ability to engage professionally at all organizational levels
• Strong organizational skills and attention to detail, particularly in managing documents and digital files
• Sound critical thinking and analytical skills to assess legal claims and ensure accurate handling, filing, and data management of information
• Demonstrated discretion and professionalism in handling confidential and sensitive information
• Self-directed and adaptable, with the ability to follow through independently while contributing effectively within a team

Desired Characteristics:
• Experience supporting multiple executives or teams simultaneously
• Familiarity with document and case management systems and collaborative workflow tools
• Ability to work effectively under pressure and adjust priorities as business needs evolve

Hybrid: This position currently has a hybrid schedule, which requires contributing from the Universal City, CA office a minimum of four days per week. The Company reserves the right to change in-office requirements at any time.