Executive Assistant, Operations & Real Estate

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.

As the Executive Assistant for the Head of Operations & Real Estate
, you will provide dedicated support to the business as well as personal needs. This pivotal role involves managing various administrative tasks such as answering and returning phone calls and emails, calendar management, organizing travel arrangements, expense reimbursement, and more. You will also streamline processes and find opportunities, and demonstrate excellent communication skills while actively strategizing to enhance operations efficiency and organizational workflows to ensure seamless operations.

We require experience in executive‑level support, the ability to operate with minimal oversight, exercise excellent judgement, and proactively anticipate the needs of senior leadership. The role supports various organizational functions and assists leadership in diverse projects spanning Capex, Design, People Ops, Finance, Real Estate, and beyond as needed.

• Serve as trusted advisor and thought partner.
• Independently manage competing priorities and complex scheduling demands, communications, logistics, agendas, and personal events with absolute discretion.
• Coordinate all travel arrangements and detailed itineraries.
• Serve as a key liaison for internal teams and members of the organization’s leadership team with special projects as needed (including Capex, Design, People Ops, Finance, Real Estate, and beyond).
• Proactively 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—including research, logistics, day‑of support, and invoice management.
• Other various and ad‑hoc administrative and personal duties as needed.
• Travel to project sites as needed to support ongoing projects.

• 7‑10+ years’ experience in an executive‑level/senior leadership support role.
• Undergraduate degree or equivalent experience.
• A self‑starter with high energy and careful attention to detail.
• Problem solver with a process‑improvement mindset.
• Exceptional organizational and prioritization skills honed through years of managing multiple high‑level projects simultaneously.
• Highly flexible, able to change course quickly, and strong ability to multitask.
• Excellent oral, written, and communication skills.
• Excellent computer skills; proficient or advanced in Microsoft Suite (Word, Excel, PowerPoint, Outlook) and well versed in data management.

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

Location:

New York, NY