Front Desk Admin / Executive Assistant

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

Front Desk & Office Administration (~50%)

• Greet visitors, candidates, and guests; manage sign-in and badge/access processes
• Answer and route incoming calls, emails, and general inquiries
• Maintain a clean, organized, and welcoming office/reception area
• Order and stock office supplies, snacks, and food (daily lunches, team events, kitchen restocking)
• Manage vendor relationships (cleaning, IT, catering, office supplies, maintenance) - sourcing quotes, scheduling service, tracking contracts/renewals
• Coordinate office repairs and facilities issues (HVAC, plumbing, furniture, equipment)
• Manage mail, packages, and shipping/receiving
• Support Finance with basic tasks: processing invoices, tracking receipts, expense coding, petty cash reconciliation, assisting with vendor payments
• Maintain office supply and vendor budgets; flag overspend
• Coordinate office access, keys/badges, and security procedures
• Support onboarding logistics for new hires (desk setup, equipment, welcome kits)
• Help plan and set up internal events, team lunches, offsites, and celebrations

Executive Support to CEO (~50%)

• Manage CEO's calendar - scheduling meetings, resolving conflicts, prioritizing time
• Book domestic/international travel (flights, hotels, ground transportation) and build itineraries
• Prepare and submit expense reports; reconcile receipts and corporate card statements
• Screen and prioritize CEO's email/communications as needed
• Prepare materials for meetings, board meetings, or investor calls (agendas, printouts, follow-ups)
• Coordinate with external parties (investors, partners, candidates) on behalf of the CEO
• Track action items and follow up on deadlines for the CEO
• Handle confidential information with discretion

Additional Duties Common in a 25-Person Startup

• HR-adjacent support: scheduling interviews, coordinating offer letter logistics, maintaining employee records, birthday/anniversary recognition
• Culture & engagement: organizing all-hands meetings, happy hours, holiday parties, swag ordering
• Facilities/lease admin: point of contact for landlord or building management, badge access for new employees
• Light IT support coordination: liaising with an IT vendor for laptop setup, software licenses, or troubleshooting tickets
• Travel policy point-person: maintaining the company's travel/expense policy and answering employee questions
• Board meeting logistics: scheduling, catering, materials prep, room setup (in-office or virtual)
• New hire equipment procurement: ordering laptops/monitors, tracking company asset inventory
• Compliance/documentation support: maintaining W-9s, vendor contracts, insurance certificates in an organized filing system
• Backup for other admin gaps: general "glue" role - answering ad hoc requests across departments

Ideal Candidate Qualities

• Highly organized with strong attention to detail
• Comfortable context-switching between people-facing and confidential executive tasks
• Proactive - anticipates needs before being asked
• Discreet and trustworthy with sensitive information
• Strong communication skills, both written and verbal
• Prior experience in office administration and/or executive assistance preferred
• Comfortable in a fast-paced, ambiguous startup environment where responsibilities shift

Applicant must provide proof of his or her eligibility to work in the United States if selected for hire. Volley Automation is an equal opportunity employer to all, regardless of age, ancestry, association with a member of a protected class, bereavement leave, color, disability (physical, intellectual/developmental, or mental health/psychiatric), exercising the right to family care and medical leave related to serious health condition of employee or family member, child bonding, or military exigencies, engaging in protected activity, gender identity or expression, genetic information or characteristic, marital status, medical condition (cancer or genetic characteristic), military and veteran status, national origin (includes language restrictions), pregnancy, childbirth, breastfeeding, or related medical conditions, Pregnancy Disability Leave (PDL), race (includes hairstyle and hair texture), religious creed (includes dress and grooming practices), reproductive health decision making, sex/gender, and sexual orientation.

We are not accepting resumes from third-party vendors or agency recruiters representing candidates. Direct Applicants Only.