Administrative and Travel Assistant

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

Salary Range: $23.00 to $25.00 Hourly