Executive Assistant / Office Manager

About the Company

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. We’re building a new kind of living experience: one that’s flexible, connected, and designed to create genuine community and real value for the people who call Flow home.

• Our mission is oneness: prioritizing our residents and their experiences, and fostering connection with ourselves, their neighbors, and the natural world. By putting people at the center of everything we do, we’re creating vibrant, human-centered communities where life, work, creativity, and play all come together in one place.
• About the Role:

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. On the EA side, we want someone who is hands-on, who takes real ownership of People, Finance, and Legal work and projects alongside us, and who acts as a thought partner: someone who spots what needs to happen, pushes back when something looks off, and helps us decide what to do next.
• The office side is just as important. You make sure the space runs seamlessly, every person who walks in feels taken care of, and nothing falls through the cracks. You are the first and last line of defense for the physical space, the employee experience, and day-to-day operations.
• You will report to and partner closely with the People team. This is an on-site, full-time role.

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, not just an executor: anticipate needs, flag risks and conflicts early, offer a point of view, and help 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 (e.g., damaged wallpaper, broken accessories, millwork, furniture) end-to-end: identify, source, schedule, and follow through to completion

Manage all vendor relationships, including cleaning services, office supplies, plants, and repairs; you own the relationship and the quality of their output

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

Benefits

• We take care of our people so they can do their best work.
• 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.

Flow is proud to be an equal opportunity workplace and hires regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender identity and/or expression, pregnancy, Veteran status any other characteristic protected by federal, state or local law. In addition, we provide reasonable accommodation for qualified individuals with disabilities.