Administrative Coordinator, Labor Relations

NBCUniversal•Universal City, CA

1d•Hybrid

About The Position

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. This role involves organizing and maintaining department files, managing a case management system, coordinating meetings, triaging inquiries, building relationships with internal and external partners, creating documents, finalizing legal filings, processing legal holds, setting up outside counsel for billing, sending correspondence, supporting union contract administration, ordering office supplies, processing invoices, preparing expense reports, coordinating travel, identifying efficiency improvements, and developing policies and procedures.

Requirements

Bachelor’s Degree or equivalent work experience
2+ years’ experience in a similar administrative capacity
Must be willing to work in Los Angeles, CA
Extremely knowledgeable and experienced in using Microsoft Word, Excel, Outlook, and PowerPoint

Nice To Haves

Highly organized and detail orientated
Excellent verbal and written communication skills
Proven ability to excel in a high volume, multi-task/deadline-oriented executive office environment
Practical fluency with AI tools for drafting, summarizing, organizing, and analyzing
Solid prioritization abilities and interpersonal skills
Adept at learning new software programs
Ability to maintain a high level of confidentiality
Ability to work well under pressure
Ability to work well in a team environment
Experience working for multiple executives

Responsibilities

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