Executive Assistant, Operations & Real Estate

FOL Management; Miami (FL); On-site; USD 70,000 - 90,000; Full time

Benefits offered by this job

Comprehensive benefits package

Paid time off and holidays

401(k) retirement plan

Flexible Spending Accounts (FSAs)

Job summary

A dynamic management company in Miami is seeking an Executive Assistant to support the Head of Operations & Real Estate. This role involves managing administrative tasks, scheduling, and travel arrangements while enhancing operational efficiency. The ideal candidate has 7-10+ years of experience in executive support and excels at multitasking. This position offers a comprehensive benefits package including medical, 401(k), and wellness programs.

Qualifications

• 7-10+ years in an executive-level/senior leadership support role.
• Self-starter with high energy and attention to detail.
• Excellent organizational, prioritization, and multitasking skills.

Responsibilities

• Serve as a trusted advisor to senior leadership.
• Manage complex scheduling, logistics, and communications.
• Coordinate travel arrangements and detailed itineraries.
• Draft personalized correspondence and documents as requested.

Skills

Organizational skills

Attention to detail

Multitasking

Excellent communication skills

Process improvement mindset

Education

Undergraduate degree or equivalent experience

Tools

Microsoft Suite (Word, Excel, PowerPoint, Outlook)

Job description

About the Company

At Flow, we’re reimagining what it means to live, work, and connect. 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 that is flexible, connected, and designed to create genuine community and real value for the people who call Flow home.

About the Role

As the Executive Assistant for the Head of Operations & Real Estate, you will provide dedicated support to business and personal needs. You will manage administrative tasks such as phone and email, calendar, travel arrangements, expense reimbursement, and more. You will streamline processes, enhance operational efficiency, and anticipate senior leadership needs. You will also support various organizational functions and assist leadership in projects spanning Capex, Design, People Ops, Finance, Real Estate, and beyond as needed.

Responsibilities

• Serve as a trusted advisor and thought partner to senior leadership.
• Manage competing priorities, complex scheduling, communications, logistics, agendas, and personal events with discretion.
• Coordinate travel arrangements and detailed itineraries.
• Liaise with internal teams and leadership on special projects, including Capex, Design, People Ops, Finance, Real Estate.
• Anticipate business needs related to scheduling, travel, and personal commitments.
• Track and prepare expense reports for reimbursement and billing.
• Draft personalized correspondence and documents as requested.
• Plan and support events such as retreats, meetings, and staff gatherings—research, logistics, day‑of support, and invoice management.
• Other administrative and personal duties as needed.
• Travel to project sites as required to support ongoing projects.

Ideal Background

• 7‑10+ years in an executive‑level/senior leadership support role.
• Undergraduate degree or equivalent experience.
• Self‑starter with high energy, attention to detail, and process‑improvement mindset.
• Excellent organizational, prioritization, and multitasking skills.
• Excellent oral, written, and communication skills.
• Proficient in Microsoft Suite (Word, Excel, PowerPoint, Outlook) and data management.

Benefits

• Comprehensive benefits package (Medical, Dental, Vision, Disability, Life).
• Paid time off and 13 paid holidays.
• 401(k) retirement plan.
• HealthCare and Dependent Care Flexible Spending Accounts (FSAs).
• HSA‑compatible plans.
• Pre‑tax commuter benefits.
• Employee Assistance Program (EAP) and wellness offerings.

Equal Opportunity Employment

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, and any other characteristic protected by federal, state or local law. In addition, we provide reasonable accommodation for qualified individuals with disabilities.