Executive Assistant / Office Manager

Flow•New York, NY

1d•$90,000 - $105,000•Onsite

About The Position

Flow is hiring a hybrid Executive Assistant and Office Manager to serve as the operational backbone of its New York office and provide day-to-day support to senior leaders. The role combines executive assistance and thought partnership with ownership of office operations, employee experience, onboarding, and events. The position reports to and partners closely with the People team and is on-site and full-time. The successful candidate will provide executive support while taking ownership of work and projects across People, Finance, and Legal. They will maintain a polished, guest-ready office, manage vendors and facilities, support employee onboarding, and create a welcoming workplace through events and culture initiatives. The role requires strong judgment, discretion, proactivity, and a service-minded approach.

Requirements

At least 5 years of experience as an executive assistant, in office management, or in workplace experience.
Experience supporting multiple senior leaders and running a physical office on-site full-time is preferred within the stated background.
Demonstrated ability to own projects beyond scheduling and handle confidential People, Finance, or Legal matters.
Strong judgment and discretion, including confidence sharing a point of view and constructively pushing back.
Hands-on experience with facilities, maintenance, and vendor relationships, with a high standard for polished, guest-ready spaces.
Experience partnering with HR and IT on onboarding and planning office events and culture initiatives end-to-end.
Comfort tracking budgets and supporting cross-functional teams on ad hoc projects.
Proactive, service-minded approach and ability to anticipate needs.
Excellent written and verbal communication skills and ability to build strong relationships with employees, leadership, and vendors.

Responsibilities

Provide senior leaders with calendar and inbox management, travel arrangements, scheduling, and meeting preparation.
Anticipate leaders’ needs, flag risks and scheduling conflicts, offer a point of view, and help leaders prioritize.
Own special projects, analysis, document preparation, and deliverable tracking across People, Finance, and Legal.
Handle confidential information with discretion and sound judgment.
Keep common areas, conference rooms, soft seating, and executive offices clean, staged, and guest-ready.
Coordinate repairs and maintenance from identifying needs and sourcing providers through scheduling and completion.
Manage vendor relationships and the quality of services for cleaning, office supplies, plants, and repairs.
Manage mail, packages, and deliveries.
Track office expenses, including lunch support, cleaning, supplies, and recurring costs.
Manage the visitor and guest experience.
Maintain and update the office seating chart and track team presence, office attendance frequency, and whether employees sit with their teams.
Own new-hire arrival logistics, including desk setup, welcome materials, equipment coordination, and first-day communications.
Support new hires beyond their first day as they acclimate and learn how to access office resources.
Partner with HR and IT on onboarding logistics, including I-9 verification, compliance training coordination, and orientation planning.
Serve as a point of contact for employees and managers on day-to-day office questions.
Plan and manage office events end-to-end, including happy hours, team events, giveback events, and internal gatherings.
Coordinate event vendors, scheduling, day-of execution, and invoice and billing management.
Champion office culture and create opportunities for employees to connect and collaborate.