Executive Assistant / Office Manager

At Flow, we're reimagining what it means to live, work, and connect. More than just a real estate company, Flow is a brand, a technology platform, and an operations ecosystem spanning condominiums, hotels, multifamily residences, and office spaces.

This is a hybrid Executive Assistant and Office Manager role. You will be the operational backbone of the New York office and the day-to-day right-hand to senior leaders.

Responsibilities

Executive Support & Thought Partnership

• Provide full executive assistant support to senior leaders including calendar and inbox management, travel, scheduling, and meeting preparation
• Act as a thought partner, anticipating needs, flagging risks and conflicts early, offering a point of view, and helping leaders prioritize
• Take on real work across People, Finance, and Legal, including special projects, analysis, document preparation, and tracking deliverables through to completion
• Handle highly confidential information with discretion and sound judgment

Office & Space Management

• Own the physical state of the office at all times: common areas, conference rooms, soft seating, and executive offices should always be clean, properly staged, and guest-ready
• Coordinate all repairs and maintenance end-to-end: identify, source, schedule, and follow through to completion
• Manage all vendor relationships, including cleaning services, office supplies, plants, and repairs
• Manage mail, packages, and deliveries
• Track office expenses, including lunch support, cleaning, supplies, and other recurring costs
• Manage the visitor and guest experience
• Maintain and update the office seating chart, tracking team presence, how often people come in, and whether employees are sitting with their teams

New Hire Experience & HR Support

• Own the full new hire arrival experience: desk setup, welcome materials, equipment coordination, and first day communications
• Be the go-to resource for new hires beyond day one, helping them acclimate, understand the office, and know how to get what they need
• Partner with HR and IT on onboarding logistics, including I-9 verification, compliance training coordination, and new hire orientation planning
• Serve as a key point of contact for employees and managers on day-to-day office questions

Events & Culture

• Own all office events end-to-end: happy hours, team events, giveback events, and internal gatherings
• Handle all event logistics, including vendor coordination, scheduling, day-of execution, and invoice/billing management
• Champion office culture and create touchpoints that make your location a place people are excited to work from and collaborate in every day

Ideal Background

• 5+ years of experience as an executive assistant, in office management, or in workplace experience, ideally supporting multiple senior leaders and running a physical office on-site full-time
• A track record of going beyond scheduling: owning projects, working with confidential People, Finance, or Legal matters, and being treated as a partner by the executives you support
• Strong judgment and discretion, with the confidence to share a point of view and push back constructively
• Hands-on ownership of facilities, maintenance, and vendor relationships, with a high bar for keeping spaces polished and guest-ready
• Experience partnering with HR and IT on onboarding, and planning office events and culture initiatives end-to-end
• Comfortable tracking budgets and supporting cross-functional teams on ad hoc projects
• Proactive and service-minded, with the instinct to anticipate needs before they become problems
• Excellent written and verbal communication skills, with the ability to build strong relationships with employees, leadership, and vendors alike

Additional Information

Benefits

• Health and Wellness: Comprehensive medical, dental, vision, disability, and life insurance and parental leave benefits. On-staff doctor, free therapy through SpringHealth, acupuncture, an Employee Assistance Program, and other wellness offerings.
• Time Off: PTO and paid holidays.
• Financial: 401(k) retirement plan, healthcare and dependent care FSAs, HSA-compatible plan options with annual employer HSA funding and pre-tax commuter benefits.
• Life at Flow: Weekly catered lunches, wellness classes and employee discounts on Flow hotel stays, grocer products, and merch.