Administrative Coordinator, Labor Relations

Job Description

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.

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.

Career: This position currently has a hybrid schedule, which requires contributing from the Universal City, CA office a minimum of four days per week. The Company reserves the right to change in-office requirements at any time.

Qualifications

• 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

Desired Characteristics

• Hightly 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
• Able to maintain a high level of confidentiality
• Able to work well under pressure
• Able to work well in a team environment
• Experience working for multiple executives

Additional Information

If you are a qualified individual with a disability or a disabled veteran and require support throughout the application and/or recruitment process as a result of your disability, you have the right to request a reasonable accommodation. You can submit your request to [email protected].