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About the Role

This hybrid Executive Assistant and Office Manager role serves as the operational backbone of the New York office and the day-to-day support for senior leaders. The role requires a hands-on individual who takes ownership of People, Finance, and Legal work, acts as a thought partner, and ensures the office runs seamlessly.

Responsibilities

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, offering a point of view, and helping leaders prioritize.
Take on work across People, Finance, and Legal, including special projects, analysis, document preparation, and tracking deliverables.
Handle highly confidential information with discretion and sound judgment.
Own the physical state of the office at all times, ensuring common areas, conference rooms, and offices are clean and guest-ready.
Coordinate all repairs and maintenance end-to-end.
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 and seating arrangements.
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 and navigate the office.
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.
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 the location a place people are excited to work from and collaborate in.

Requirements

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.

Location

New York

Work Type

On-site
Full-time
Hybrid

Experience Level

5+ years

Salary/Compensations

$90,000 - $105,000

Benefits

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.
PTO and paid holidays.
401(k) retirement plan, healthcare and dependent care FSAs, HSA-compatible plan options with annual employer HSA funding and pre-tax commuter benefits.
Weekly catered lunches, wellness classes and employee discounts on Flow hotel stays, grocer products, and merch.

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.

Equal Opportunity

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.