Legal Administrator/Executive Assistant

About PMA

Put your experience and talents to work in a role with a unique company - the Pacific Maritime Association (PMA). PMA is a non-profit mutual benefit corporation that serves as a multi-employer collective bargaining agent for approximately 75 shipping lines, stevedore companies and marine terminal operators in California, Oregon and Washington ports. West Coast port operations (including non-containerized cargo such as bulk and autos) now support 9 million U.S. jobs and contribute 12.5 percent of the U.S. GDP.
 
PMA’s primary purpose is to negotiate and administer labor contracts with the International Longshore & Warehouse Union on behalf of the Association’s member companies, as well as administrating payroll and certain benefits. Our headquarters and administrative office is located in San Francisco, California, with area offices in Southern California (Long Beach and satellite offices in San Diego and Port Hueneme) and the Pacific Northwest (Portland, Oregon and Seattle and Tacoma, Washington) in addition to Northern California (Oakland).

SUMMARY 

Under the general direction of the Senior Vice President, General Counsel and Secretary, and Senior Counsel, this role provides high-level administrative support to PMA’s Legal Department. Responsibilities include managing legal matters, records, and documents; maintaining efficient tracking and filing systems; and supporting civil litigation and administrative matters, primarily in labor and employment law. The position also supports the General Counsel with calendar management, travel, correspondence, confidential documents, and special projects, and provides clerical support to Senior Counsel. Success in this fast-paced, complex environment requires strong judgment, discretion, attention to detail, initiative, and accountability.

JOB DUTIES

• 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.

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES

• 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.

EDUCATION AND/OR EXPERIENCE    

• 5+ years of experience supporting a legal department preferred.
• Bachelor’s degree required.
• Paralegal or legal assistant/secretary experience preferred.

WORK ENVIRONMENT

PMA's offices are in the heart of downtown San Francisco’s financial district, with easy access to public transportation. The organization fosters a professional and collaborative work environment. This position follows a hybrid work schedule, combining in-office and remote work, with flexibility subject to business needs.

COMPENSATION AND BENEFITS

PMA offers a competitive salary and an excellent benefits package, which includes:

• 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.

LOCATION

555 Market Street, 3^rd Floor, San Francisco, CA 94105

The physical demands described here are representative of those in a typical office setting. Sitting and typing at a computer terminal for several hours per day is required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this job.

EQUAL OPPORTUNITY EMPOYER

PMA is committed to fostering an inclusive and diverse workplace. We are proud to be an equal opportunity employer and strive to create a welcoming environment for all employees.