Executive Assistant

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 Assistant, will provide dedicated support to the Head of Program Design & Development in business and personal needs. This pivotal role involves managing various administrative tasks such as answering/returning phone calls, calendar management, organizing travel arrangements, expense reimbursement and more. You will actively collaborate with the office manager to enhance office efficiency and upkeep. Additionally, you will demonstrate excellent 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

• Organize and coordinate the daily calendar—scheduling all meetings, coordinating agendas, and handling personal event invitations.
• Manage and arrange travel, inclusive of all logistical arrangements and comprehensive itineraries.
• Proactively consider needs related to the business calendar, travel, and personal engagements.
• Track expenses and prepare expense reports for reimbursement and billing.
• Write individualized correspondence and other documents as requested.
• Provide essential support to all staff, including serving as the key point of contact and coordinating meeting logistics, communications, and materials.
• Provide event support and planning, including retreats, meetings, and staff events. This includes logistical research and planning, day-of support, and invoice/billing management.
• 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.
• Other various/ad hoc administrative and personal duties as needed.
• You will be required to travel to our project sites as needed to ensure effective support of ongoing projects.

Ideal Background

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

• Access to HSA-compatible plans

• Pre-tax commuter benefits 

• 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.