Administrative and Travel Assistant

Nova Group, GBC•Minneapolis, MN

11h•Onsite

About The Position

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.

Requirements

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)

Nice To Haves

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

Responsibilities

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
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
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