Executive Operations Associate

Flow; New York (NY); On-site; USD 50,000 - 80,000; Full time

Job summary

An innovative firm is seeking a detail-oriented Executive Operations Associate to support its executives in various administrative tasks. This exciting role involves managing calendars, organizing travel, and enhancing organizational workflows to ensure seamless operations. The ideal candidate will possess strong communication skills, a proactive mindset, and the ability to multitask effectively. Join a dynamic team dedicated to making a positive impact in the community while enjoying a comprehensive benefits package, including health care and retirement plans. This is a fantastic opportunity to grow in a supportive environment where your contributions truly matter.

Benefits

Comprehensive benefits package

Paid time off and 13 paid holidays

401(k) retirement plan

Healthcare and Dependent Care FSAs

Access to HSA-compatible plans

Pre-tax commuter benefits

Employee Assistance Program

Qualifications

• 2-3 years of experience in an executive-level support role.
• Excellent oral and written communication skills.
• Highly flexible, creative problem solver.

Responsibilities

• Organize and coordinate the daily calendar and meetings.
• Manage travel arrangements and logistics.
• Track expenses and prepare reports for reimbursement.

Skills

Executive-level support

Calendar management

Travel arrangements

Expense tracking

Communication skills

Problem-solving

Microsoft Suite proficiency

Education

Undergraduate degree or equivalent experience

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Microsoft Outlook

Job description

Join to apply for the Executive Operations Associate role at Flow.

About The Company

Flow aims to create a superior living environment that enhances the lives of our residents and communities by developing, acquiring, owning, and managing multifamily apartment buildings and the services and technology inside those buildings.

Fulfilling our mission will require an exceptional group of people whose collective output is greater than the sum of its individual parts. Our team members are energized by the opportunity to impact our residents’ lives in meaningful ways. They are bold and creatively ambitious, driven by relentlessly high standards, act with a sense of urgency and accountability, and always, above all, operate with integrity, loyalty, and trust.

As an Executive Operations Associate, you will provide dedicated support to Flow executives in business needs. This pivotal role involves managing various administrative tasks such as calendar management, meeting note taking, organizing travel arrangements, expense reimbursement and more. Additionally, you will demonstrate excellent organization and communication skills, manage logistics and enhance organizational workflows to ensure seamless operations.

This role involves supporting various organizational functions and assisting leadership in diverse projects spanning areas such as Capex, Design, People Ops, Recruiting, Finance, and beyond as needed.

Responsibilities

1. Organize and coordinate the daily calendar—scheduling all meetings, coordinating agendas, and meeting note taking.
2. Manage and arrange travel, inclusive of all logistical arrangements and comprehensive itineraries.
3. Proactively consider needs related to the business calendar, travel, and personal engagements.
4. Track expenses and prepare expense reports for reimbursement and billing.
5. Write individualized correspondence and other documents as requested.
6. Provide essential support to all staff, including serving as the key point of contact and coordinating meeting logistics, communications, and materials.
7. Provide event support and planning, including retreats, meetings, and staff events. This includes logistical research and planning, day-of support, and invoice/billing management.
8. Support other functional areas and members of the organization’s leadership team with special projects as needed. May include projects in People Ops, Recruiting, Leasing, Finance, Real Estate, Product or other functions.
9. Other various/ad hoc administrative duties as needed.
10. You will be required to travel to our project sites as needed to ensure effective support of ongoing projects.

Qualifications

1. 2-3 years of experience in an executive-level support role.
2. Undergraduate degree or equivalent experience.
3. A self-starter with a high energy and careful attention to detail. Strong sense of initiative and a process-improvement mindset.
4. Highly flexible, creative problem solver, with a strong ability to multitask.
5. Excellent oral and written communication skills.
6. Strong interpersonal skills.
7. Execute and exhibit good judgment. High level of professionalism.
8. Excellent computer skills; proficient or advanced skills in Microsoft Suite (Word, Excel, PowerPoint, and Outlook) and experience with data management.

Benefits

1. Comprehensive benefits package (Medical / Dental / Vision / Disability / Life)
2. Paid time off and 13 paid holidays
3. 401(k) retirement plan
4. Healthcare and Dependent Care Flexible Spending Accounts (FSAs)
5. Access to HSA-compatible plans
6. Pre-tax commuter benefits
7. Employee Assistance Program (EAP), free therapy through SpringHealth, acupuncture, and other wellness offerings

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.