Administrative and Travel Assistant

Administrative and Travel Assistant

Location: St. Louis Park, MN (Corporate Office) Status: Full-Time | (daily in-office presence required)

Position Summary

Nova Group, GBC is seeking a highly organized, detail-oriented, and service-driven professional to support corporate office operations, employee travel, and project shipping and administrative needs. This St. Louis Park based role requires a consistent, daily in-office presence. The position supports travel administration, project shipping and laboratory logistics, and general office administration. The ideal candidate thrives in a fast-paced environment and can manage multiple priorities with accuracy, urgency, and professionalism.

Key Responsibilities

Travel Administration & Expense Support

• Serve as the primary point of contact for employee and leadership travel inquiries, booking changes, and issue resolution
• Ensure all travel bookings align with company travel policies, cost guidelines, and approval processes
• Monitor travel itineraries and proactively address schedule changes, cancellations, delays, or emergencies
• Maintain traveler profiles, preferences, and data within Navan (or similar travel platform)
• Partner with Accounts Payable to support expense reporting, invoicing, reconciliation, and audit requests
• Track and report travel spend, trends, and potential cost-savings opportunities
• Manage relationships with travel vendors, agencies, and preferred suppliers
• Assist with updates to travel policies, internal communications, and training as needed
• Provide administrative support for meetings, conferences, and group travel logistics

Project Shipping & Laboratory Support

• Order and manage sampling, shipping, and laboratory supplies from vendors such as Accustar, EMSL, FedEx, and Staples
• Prepare, pack, and ship laboratory samples and project supplies accurately and on time
• Receive laboratory results via email, unlock files, upload results into reporting and project tracking systems, and notify project teams
• Communicate with laboratories regarding project needs, result status, ETAs, and Chain of Custody (COC) requirements
• Assist the Radon Coordinator with additional sample preparation and shipping as needed

Office & Administrative Support

• Provide general office support including organization, scanning, file management, and ordering office supplies
• Manage office mail distribution, including organizing, distributing, and copying checks for accounting
• Answer and route incoming Teams phone calls for Nova Group
• Serve as liaison between employees and insurance agents to request client-specific Certificates of Insurance (COIs)
• Support ad-hoc administrative, operational, and corporate projects as assigned

Required Qualifications

• 2+ years of experience in business travel coordination, office administration, project support, or similar operational role
• Strong organizational skills with exceptional attention to detail and follow-through
• Excellent customer service mindset with clear written and verbal communication skills
• Proficiency in Microsoft Office (Outlook, Word, Excel)
• Comfortable working in multiple systems and managing high volumes of administrative detail
• Ability to manage multiple priorities simultaneously and adapt quickly to changing needs
• Comfortable and effective working with remote/virtual teams across time zones
• Must be computer-proficient (approximately 90% of the role is computer-based)

Preferred Qualifications

• Experience supporting a corporate travel program or working with a Travel Management Company (TMC)
• Familiarity with travel and expense platforms such as Navan, Concur, Egencia, or similar
• Understanding of corporate travel policies and vendor contracts
• Experience supporting executive-level or high-volume travel
• Strong analytical and problem-solving skills, including tracking spend and identifying efficiencies