# Executive Assistant / Office Manager **Company**: Flow **Location**: New York, NY **Work arrangement**: onsite **Experience**: senior **Job type**: full-time **Salary**: USD 90,000-105,000 per-year-salary **Category**: Human Resources **Industry**: Real Estate **Apply**: https://jobs.lever.co/flowlife/ff3e46a4-e8d2-4a04-9953-a37ee81a33e4?utm_source=yubhub.co&utm_medium=jobs_feed&utm_campaign=apply **Canonical**: https://yubhub.co/job/executive-assistant-office-manager-1f2e15ca-c51/ ## Description 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. For more fresh new jobs, check out [yubhub.co](https://yubhub.co/). ## Skills ### Required - executive assistant - office management - facilities management - vendor management - event planning - HR support --- Source: [Apply at jobs.lever.co](https://jobs.lever.co/flowlife/ff3e46a4-e8d2-4a04-9953-a37ee81a33e4?utm_source=yubhub.co&utm_medium=jobs_feed&utm_campaign=apply)