Administrative Coordinator, Labor Relations

The Administrative Coordinator, Labor Relations is based in Los Angeles, CA and will support the Labor & Employment team for Universal Destinations & Experiences (UDX), with a particular focus on work based in Los Angeles, CA and Orlando, FL. Here you can: Organize, create, and maintain all department files, both digital and physical, including internal and external correspondence, union grievances, contract negotiations, contract administration, employment claims, reports, training, and other materials as assigned Input all required information in department case management system for grievances and legal demands, and run reports periodically and as directed Schedule and coordinate large and small meetings with both internal and external participants, including senior executives, and maintain calendar invites while securing and preparing necessary conference rooms, court-reporters, copies of written materials, equipment, and access passes Triage internal and external inquiries, including by phone, email, or other channels, and respond directly or route to the appropriate staff member as needed Build and maintain effective working relationships with members of other NBCUniversal business units as well as third-party partners, including union business agents and outside counsel Create and update Microsoft Word documents, PowerPoint presentations, and Excel spreadsheets Finalize and submit arbitration briefs, mediation briefs, legal position statements, and other filings through required methods, including agency on-line submissions, and prepare and attach exhibits and other supporting documents as directed Process informational legal holds per company procedure Set up outside counsel for legal billing in the case/billing management system, obtain appropriate billing numbers, prepare draft engagement letters, send final for signature, and run reports as directed Send correspondence on behalf of team and arrange for signatures on agreements as needed, including through DocuSign or other approved software Support the entire union contract administration process by sending administrative notices to union representatives and other related third parties, forwarding grievances to stakeholders upon receipt, collecting preliminary information and documentation, preparing grievance denial letters as directed, and serving as the primary point of contact for unions and internal stakeholders regarding union dues deductions Maintain and order office supplies Process third-party invoices Prepare expense reports for oneself and other members of the team as directed Coordinate and handle occasional work-related travel arrangements Identify opportunities to improve efficiency and collaboration within the team’s practice, including designing and implementing tools to automate and track transactional processes Proactively develop and maintain policies, procedures, forms, and best practices to support process improvements and drive consistency, including AI opportunities Perform other related duties to support the department as assigned