Office and Admin Coordinator

Valence has built the only AI native coaching platform for enterprise, offering personalized, expert, and human-like guidance and support to any leader or employee. We’re not just talking about the future of work — we’re building it now, with the most innovative Fortune 500 companies across healthcare, financial services, manufacturing, and technology.

Our focus is on the problems that actually decide whether AI changes how organizations operate — the ones with no playbook, no obvious answers, and no guarantee of success. If you want to be part of the small group that defines how AI transforms the future at a global scale, this is your chance.

And this isn’t for everyone. We’re not looking for people who want predictability or incremental progress. We only want those who are restless at the edge of what’s possible, who get bored when things feel “done,” and who are driven to redefine what AI can mean for leaders, companies, and the world. Because at Valence, the work worth doing is the kind that redefines work itself.

The Role

This is a rare opportunity to be the operational heartbeat of a fast-moving, high-performance team. In this role you'll keep our executive team running at full speed and make sure our New York and global offices are places people actually want to show up to.

This role is intentionally broad: in addition to scheduling and office experience support, you’ll take ownership of a wide-range of operational work that comes up in a scaling startup — identifying what needs doing, figuring out the path forward, and driving it to completion without perfect instructions. You’ll work directly with senior leadership and have a front-row seat to how a category-defining AI company operates day to day.

About Valence

We're the only company pioneering leadership coaching for large enterprises in an AI-first way. Our mission is to transform how the world's biggest companies approach learning and development, helping teams work better together through AI-powered personalization that adapts to individual goals and organizational culture using the latest advances in machine learning and natural language processing.

We've been featured in Harvard Business Review, TIME, World Economic Forum, Financial Times, Forbes and an Inc. 5000 fastest-growing private companies in America. Our clients represent the most diverse and sophisticated enterprise AI implementations globally, including Coca-Cola, Delta, Nestlé, General Mills, Schneider Electric, Deutsche Telekom, AstraZeneca, Prudential, CVS and Bristol Myers Squibb.

Working at Valence means you'll work directly with Fortune 500 technology leaders, building expertise through the most complex enterprise deployments while gaining insight into diverse organizational approaches to AI transformation. These aren't just any enterprise clients - they're the companies defining what AI-first business transformation looks like across every major industry.

What You'll Do

Executive Support

-Own calendar management for senior leaders across multiple time zones — prioritizing competing demands, protecting deep work time, and staying three steps ahead

-Coordinate domestic and international travel — flights, hotels, ground transport, itineraries — end to end, no gaps

-Draft and manage communications, briefing materials, and meeting prep on behalf of executives

-Track and process expense reports, invoices, and reimbursements accurately and on time

-Anticipate needs before they're voiced; flag conflicts, follow up on open items, and keep everyone moving

-Support broader team/event logistics as needed (e.g., room blocks, vendor coordination) — with clear prioritization and alignment on what the team should self-serve vs. what you own

Office Experience

-Serve as a main point of contact for visitors, candidates, and guests — setting the tone for a world-class experience across both our NY and global offices

-Own the day-to-day office environment: supplies, snacks, equipment, vendor relationships, and overall vibe

-Coordinate logistics for team events, offsites, board visits, and candidate on-sites

-Partner with People and IT on new hire onboarding — desk setup, swag, access, and first-day experience

-Identify and solve gaps in office operations before they become problems

Administrative Operations (Company Support)

-Take ownership of ambiguous, cross-functional support work that “just needs to get done” — from discovery to execution (often without a clear playbook)

-Coordinate with vendors and external partners to resolve operational blockers (e.g., calling providers, troubleshooting account issues, escalating until solved)

-Maintain key operational records and documentation (e.g., software/vendor contract records, shared drives, internal directories)

-Keep company information up to date across systems (e.g., addresses, payment methods, account access)

-Build and maintain calendars/visibility into executive and team travel and key moments

-Support team community and culture logistics (e.g., helping teams plan social events)

What We’re Looking For

-3–5 years in an EA, office management, or operations support role — ideally in a fast-paced startup or tech environment

-Obsessive attention to detail with a track record of nothing falling through the cracks

-Discretion and professionalism with sensitive information and executive access

-Strong written communication — you write clearly and can represent an exec's voice when needed

-Highly proficient with Google Workspace (Calendar, Gmail, Drive), Slack, and Zoom; comfortable picking up new tools fast

-Low ego, high ownership — you take initiative, ask sharp questions, and don’t need to be told twice

-Comfort with ambiguity: able to operate with unclear priorities and incomplete instructions, proactively surface risks/trends, and drive solutions before problems arise

-Warmth and presence that elevates the room; people feel the office is in good hands when you're around

-Bonus: experience with Notion, tech tools (Ramp, Ashby, HiBob, Compt, etc.), or travel booking platforms

What You'll Get

Ownership & Rapid Growth

Outsized missions from day one, with direct responsibility for company-defining projects

Work alongside the executive team with transparency into strategy and decision-making

Influence on direction through real-time customer feedback and market insights

AI-First Operator

Work directly with cutting-edge AI models and next-generation platforms

Build expertise in enterprise AI implementation across Fortune 500 companies and multiple industries

Establish yourself as a recognized leader among peers in shaping how AI transforms work at a global scale

Compensation

Competitive salary including base bonuses

Comprehensive health coverage (medical, dental, vision) from day one

Generous PTO, company-wide R&R shutdowns, and paid parental leave

Retirement plan support for US and global employees

Equity

Meaningful ownership in a venture-backed company at a growth inflection point

Financial upside that comes from scaling fast

Top-up grants as we scale and you deliver exceptional performance — your compensation grows alongside your impact

Top-Performing Culture

A culture built for top talent: intensity to win, growth without limits, and a team that solves hard problems and celebrates big wins together

Learn more about us and meet our team here

Location and Work Environment

This role is 3 days a week (Tues - Thursday) minimum in office at Broadway and Canal. Candidates must be comfortable working with colleagues in different time zones (UK), and have valid travel documents without work authorization restrictions in the US.

Diversity and Inclusion

We are dedicated to creating a diverse and inclusive environment where everyone feels valued and supported. We encourage applications from candidates of all backgrounds and offer accommodations upon request throughout the hiring process. If you have any questions, please reach out to Allison Langille, Head of People, at jobs@valence.co.

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