Administrative Assistant

We are looking for a proactive Administrative Assistant to support a fast-paced office and distributed team. This role requires strong organization, attention to detail, excellent travel-platform fluency, and a customer-service mindset to ensure smooth travel processes, expenses are accurate and reimbursed promptly, and office events are run without friction.

Key Responsibilities

• Research, compare, and book domestic and international travel (air, hotel, ground transportation) that balance cost, policy compliance, and traveler preferences.
• Prepare and submit travel bookings, confirmations, and calendar invites to travelers.
• Review, reconcile, and process employee expenses in accordance with company policy; code expenses, match receipts, and flag discrepancies.
• Plan, coordinate, and execute in‑office events and team meetings (room setup, catering, A/V, signage, materials, etc).
• Source and manage relationships with preferred vendors (hotels, caterers/restaurants, swag providers) and negotiate basic service terms and pricing.
• Provide on-the-ground support during in offices days, for high‑profile events, and while travelers are in transit (troubleshoot bookings, rebook when necessary).
• Maintain team swag inventory, coordinate branded item orders, and handle packing and shipping of swag to customers and employees.
• Perform other administrative duties as needed: scheduling meetings, ordering office supplies as pertaining to events, maintaining travel calendar invites, and managing email distribution lists.

Required Qualifications

• 2+ years of administrative experience with demonstrable responsibility for travel booking and/or expense processing.
• Proficiency with corporate travel tools, online booking platforms, and expense management systems (e.g., Concur, Navan, Netsuite, or equivalent).
• Firm understanding of Microsoft Office, including Word, Excel, Access, PowerPoint, Outlook, etc.
• Ability to prioritize and address projects, which may conflict, in a time-sensitive manner
• Excellent written and verbal communication skills.
• High level of accuracy and attention to detail when reviewing receipts, itineraries, and invoices.

Preferred Qualifications

• Experience coordinating corporate events or office programs.
• Familiarity with international travel requirements (visas, passport validity, customs).
• Experience negotiating with vendors and managing small budgets.

Skills and Competencies

• Organization: Manage multiple travel itineraries, expense workflows, and event timelines simultaneously.
• Customer service: Calm, responsive, and professional support for travelers and event stakeholders.
• Problem solving: Quick decision-making for last‑minute travel changes or event issues.
• Tech savvy: Comfortable with booking tools, spreadsheets, calendar systems, and video conferencing platforms.
• Time management: Prioritize tasks, meet deadlines, and escalate issues appropriately.
• Discretion: Handle confidential information sensitively.

Working Conditions and Logistics

• Three days on-site with remote flexibility; must be available to support after-hours travel emergencies and evening events on occasion.
• Ability to lift and move event supplies (up to 25 lbs) and stand for extended periods during event setup.
• This role will work closely with Finance, HR, and Office Operations teams.

Benefits:

• Medical, dental and vision insurance
• Health Savings