Administrative Coordinator, Labor Relations

Role Purpose This Los Angeles-based position will support the Labor & Employment team and functions for Universal Destinations & Experiences, including supporting work in Los Angeles and Orlando, Florida. Responsibilities Organize, create and maintain all department files (digital and physical, as appropriate), including but not limited to internal and external correspondence, union grievances, contract negotiations, contract administration, employment claims, reports, training, and projects Input all required information in department case management system for all grievances and legal demands, and other matters as assigned. Run reports from the case management system on a periodic basis and as directed Schedule and coordinate large and small meetings, with internal and external participants, including high level executives & maintain and update related calendar invites; secure necessary conference rooms, court-reporters, material & equipment and access passes, make copies of written material as directed Triage internal and external inquiries, including by phone, email and other correspondence, and direct to other staff or handle, as appropriate Communicate and maintain productive professional relationships with members of other business units within NBCUniversal as well as with third parties, including but not limited to union business agents and outside counsel Create and edit professional documents, including Word correspondence, 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 as directed, including preparing and attaching exhibits and other documents Set up outside counsel for legal billing in the case/billing management system, obtain appropriate billing numbers, prepare draft engagement letters, and send final for signature, and run reports as directed Send correspondence on behalf of team as directed and arrange for signatures on agreements as needed, including through DocuSign or other approved software Union contract administration: send administrative notices to union representatives and other related third parties; forward grievances to stakeholders upon receipt, collect preliminary information and documentation, prepare initial drafts for grievance denial letters as directed; serve as primary point of contact for unions regarding union dues deductions Maintain and order office supplies Process third party invoices Prepare expense reports Coordinate and handle occasional work-related travel arrangements Perform other related duties to support the department as assigned