Executive Assistant & Office Ops Lead

Volley Automation; Denver (CO); On-site; USD 52,000 - 78,000; Full time

Job summary

Volley Automation is seeking an organized administrative professional to manage front desk and office operations while providing executive support to the CEO. The role blends reception, facilities coordination, and HR-adjacent tasks within a 25-person startup environment.

You will handle calendars, travel, expense reports, vendor coordination, and internal events. The position requires discretion, strong communication, and the ability to thrive in a fast-paced setting with shifting priorities.

Qualifications

• Experience in office administration or executive assistance preferred.
• Comfortable in a fast-paced startup environment with shifting responsibilities.
• Ability to manage calendars, travel, expenses, and vendor coordination.

Responsibilities

• Greet visitors and manage sign-in and badge/access processes.
• Answer and route calls, emails, and inquiries.
• Maintain a clean, organized reception area.
• Order and stock office supplies and coordinate team meals.
• Manage vendor relationships: quotes, service scheduling, contracts/renewals.
• Coordinate office repairs and facilities issues (HVAC, plumbing, furniture, equipment).
• Handle mail, packages, and shipping/receiving.
• Support Finance with basic tasks: invoices, receipts, petty cash, vendor payments.
• Monitor office budgets and flag overspend.
• Manage office access, keys/badges, and security procedures.
• Support onboarding logistics for new hires (desk setup, equipment, welcome kits).
• Plan and set up internal events, team lunches, offsites, and celebrations.
• Manage CEO's calendar, travel, and expense reports.
• Screen and prioritize CEO's emails; prepare materials for meetings.
• Coordinate with external parties (investors, partners) on behalf of CEO.
• Track action items and deadlines; handle confidential information with discretion.
• HR-adjacent support: interview scheduling, offer-letter logistics, records maintenance.

Skills

Excellent organizational skills

Strong written & verbal communication

Discretion with confidential info

Multitasking & context-switching

Proactive problem-solving

Job description

Volley Automation is seeking an organized administrative professional to manage front desk and office operations while providing executive support to the CEO. The role blends reception, facilities coordination, and HR-adjacent tasks within a 25-person startup environment.

You will handle calendars, travel, expense reports, vendor coordination, and internal events. The position requires discretion, strong communication, and the ability to thrive in a fast-paced setting with shifting priorities.