The Role
Supports senior leaders with calendar, inbox, travel, meetings, confidential projects, and cross-functional People, Finance, and Legal work. Manages the New York office, including facilities, vendors, expenses, visitors, deliveries, seating, onboarding logistics, events, and employee experience. Partners with HR and IT on new-hire processes and serves as the primary resource for office operations and workplace needs.
Summary Generated by Built In
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.
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
- 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
- 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
- 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
- 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
Executive Support & Thought Partnership
Office & Space Management
New Hire Experience & HR Support
Events & Culture
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
Benefits
We take care of our people so they can do their best work.
- Health and Wellness 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.
- Time Off PTO and paid holidays.
- Financial 401(k) retirement plan, healthcare and dependent care FSAs, HSA-compatible plan options with annual employer HSA funding and pre-tax commuter benefits.
- Life at Flow Weekly 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.
Skills Required
- 5+ years of experience as an executive assistant, office manager, or workplace experience professional
- Experience supporting multiple senior leaders and managing a physical office on-site full-time
- Experience owning projects and handling confidential People, Finance, or Legal matters
- Strong judgment, discretion, and ability to provide constructive pushback
- Hands-on experience with facilities, maintenance, and vendor relationship management
- Experience partnering with HR and IT on employee onboarding
- Experience planning and executing office events and culture initiatives
- Comfort tracking budgets and supporting cross-functional ad hoc projects
- Proactive, service-minded approach with strong anticipation and problem-solving skills
- Excellent written and verbal communication skills
- Ability to build strong relationships with employees, leaders, and vendors
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The Company
What We Do
Flow solves the complexity of fund infrastructure. We connect information across investors, providers, investments and systems to realize our mission of empowering thought. Powered by dynamic tools and human centric interfaces, our cross platform SaaS technology networks and adapts to the myriad of ways funds operate to optimize productivity and increase time invested into making decisions. By bringing Flow to the $10 Trillion alternative asset market, we are able to increase the speed of decisions, the speed of capital and the speed of growth that serve as the lifeblood for all market based economies.
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