Front Desk Admin / Executive Assistant

Volley Automation•Denver, CO

1d•$55,000 - $70,000•Hybrid

About The Position

This role is a hybrid position, split approximately 50% between Front Desk & Office Administration and 50% Executive Support to the CEO. The ideal candidate will be highly organized, comfortable with context-switching, proactive, discreet, and possess strong communication skills. Prior experience in office administration and/or executive assistance is preferred. The role requires comfort in a fast-paced, ambiguous startup environment where responsibilities may shift. The company is an equal opportunity employer and requires proof of eligibility to work in the United States.

Requirements

Prior experience in office administration and/or executive assistance preferred
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
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.

Responsibilities

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
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
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