Administrative Specialist - Travel & Expense

Grocery Outlet Career•Emeryville, CA

1d•Hybrid

About The Position

As the Administrative Specialist (Travel & Expense), you will centrally manage travel arrangements, itineraries, expense reporting, and related administration for the Sr. Executive team. You will deliver responsive, detail-oriented support by researching options, coordinating complex logistics, monitoring changes, and ensuring that travel and expenses are completed accurately and in accordance with Grocery Outlet policies. This role is part of a centralized Executive Support team. You will partner closely with the Senior Executive Assistant to the CEO and the Executive Scheduling Partners, using the finalized business dates, meeting context, and timing requirements they provide to build effective travel plans. You will maintain executive preferences and provide a consistent, high-quality travel and expense experience across the Sr. Executive team. This role will be hybrid and will be required to work in our Emeryville Corporate Office 3-5 days per week and as needed to support the business. The Administrative Specialist will report to the Senior Executive Assistant.

Requirements

3+ years of experience coordinating business travel, processing expense reports, or providing related administrative support in a fast-paced start-up like environment.
Experience supporting executive-level domestic travel required.
Strong knowledge of travel booking practices, itinerary management, and expense reconciliation.
Experience with Concur or a similar travel and expense management platform.
Exceptional attention to detail and the ability to manage multiple active trips, changes, receipts, and deadlines simultaneously.
Strong problem-solving skills and the ability to respond calmly and quickly to travel disruptions or last-minute changes.
Ability to interpret and consistently apply travel, expense, and corporate card policies.
Strong written and verbal communication skills and a responsive, customer-service-oriented approach.
High level of integrity and the ability to maintain confidentiality regarding executive schedules, travel, and expenses.
Strong proficiency with Microsoft Outlook, Teams, Excel, and other business administration tools.

Nice To Haves

Experience working with travel agencies, airlines, hotels, or other travel vendors preferred.

Responsibilities

Arrange domestic travel for members of the Sr. Executive team.
Research and present travel options that balance schedule requirements, cost, efficiency, flexibility, and executive preferences.
Book air, hotel, ground transportation, and other accommodations.
Maintain accurate executive travel profiles, loyalty program information, and individual travel preferences.
Prepare and distribute detailed itineraries that include transportation, accommodations, meeting locations, contact information, and other relevant logistics.
Monitor travel disruptions, cancellations, and schedule changes; proactively coordinate alternatives and communicate updates.
Partner with the Executive Scheduling Partners to confirm business dates, meeting schedules, context, and timing requirements before travel is booked.
Coordinate internal and external conference registrations and related travel logistics.
Complete, submit, and reconcile executive expense reports accurately and within required timelines.
Track receipts, identify missing documentation, and follow up with executives as needed.
Ensure travel arrangements and expense reports comply with Grocery Outlet policies and approval requirements.
Manage corporate card administration and monthly reconciliation activities for supported executives.
Track travel credits, unused tickets, refunds, and other recoverable travel value.
Maintain organized travel and expense records and provide reporting to Finance or other stakeholders as needed.
Build effective relationships with travel vendors, Finance, Internal Communications & Events team, and external partners.
Provide basic backup coverage across the Executive Support team during absences or periods of increased demand.
Identify opportunities to improve travel and expense processes, templates, documentation, and service levels.
Adapt proactively as business needs change and take on additional responsibilities as needed.
In everything, represent Grocery Outlet and the Grocery Outlet team with confidentiality, professionalism, kindness, and efficiency.