Administrative Coordinator, Labor Relations & Employment law

Job Title: Administrative Coordinator, Labor Relations & Employment

Location: Universal City, CA

Duration: 12 Months+

Pay range: $28 - $32/hour

Job Description:

• 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.

Responsibilities:

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