Executive Assistant / Office Manager

Flow; New York (NY); Ibrido; USD 90.000 - 105.000; Tempo pieno

Vantaggi offerti da questo lavoro

Health and Wellness

Time Off

Financial Benefits (401k, FSAs, HSAs)

Life at Flow

Descrizione del lavoro

Flow is seeking an on-site, hybrid Executive Assistant and Office Manager to be the operational backbone of the New York office. You will directly support senior leaders, manage People, Finance, and Legal tasks, and ensure the space and experience are seamless for every visitor and employee.

You will partner with the People team to handle onboarding, vendor relationships, and office culture initiatives while maintaining budgets and cross-functional collaboration.

Competenze

• 5+ years of experience as an executive assistant, in office management, or in workplace experience.
• Experience supporting multiple senior leaders and running a physical office on-site full-time.
• Strong judgment and discretion with the ability to push back constructively.

Mansioni

• Provide full executive assistant support for senior leaders: calendar, inbox, travel, scheduling, meeting prep.
• Own the office and space management: keep areas clean, guest-ready, and properly staged.
• Coordinate repairs/maintenance end-to-end; manage vendor relationships and output quality.
• Handle mail, packages, deliveries, and track office expenses.
• Own full new hire arrival experience: desk setup, equipment, and first-day comms.
• Plan and manage all office events end-to-end, including logistics and invoicing.
• Partner with HR and IT on onboarding logistics and ongoing day-to-day office support.

Conoscenze

Executive support

Office management

Vendor management

HR onboarding

Budget tracking

Communication

Discretion & judgment

Descrizione del lavoro

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

$90,000 - $105,000 a year

Benefits

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

• Health and WellnessComprehensive 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 OffPTO and paid holidays.
• Financial401(k) retirement plan, healthcare and dependent care FSAs, HSA‑compatible plan options with annual employer HSA funding and pre‑tax commuter benefits.
• Life at FlowWeekly 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.