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 Account
- Flexible Spending Accounts
- Telehealth
- 401(k) and 401(k) match
- Life and AD&D insurance
- Short-Term and Long-Term Disability
- FTO or PTO
- Employee Well-Being program
- 11 paid holidays plus 1 inclusive holiday per year
- Volunteer Time Off
- Employee Referral program
- Education Reimbursement Program
- Employee Recognition and Appreciation program
- Additional perk and voluntary benefit programs
Hourly rate is based on a number of factors including market location and may vary depending on job-related knowledge, skills, and experience. This position is also eligible for an incentive compensation plan. The expected hiring hourly rate for this position is:
$29.09 - $36.78
Innovation Lives Here
You go all in no matter what you do, and so do we. At Lytx, we’re powered by cutting-edge technology and Happy People. You want your work to make a positive impact in the world, and that’s what we do. Join our diverse team of hungry, humble and capable people united to make a difference.
Together, we help save lives on our roadways!
Lytx, Inc. is proud to be an equal opportunity employer. We’re committed to building a diverse and inclusive workforce and do not discriminate based on race, color, religion, sex, sexual orientation, gender identity or expression, gender, genetic information, uniformed service, national origin, age, veteran status, disability, pregnancy, or any other status protected by federal or state law. We are committed to providing reasonable accommodation for candidates with disabilities who need assistance during the hiring process. To request a reasonable accommodation, please email TA@lytx.com. Lytx conducts background checks on applicants who receive a conditional offer of employment in accordance with applicable local, state, federal and regional laws. Qualified applicants with arrest or conviction records will be considered. Background check results may potentially result in the withdrawal of a conditional offer of employment and will be made in accordance with all applicable local, state, federal and regional laws.