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
