Executive Assistant / Office Manager

Flow•New York, NY

1d•Onsite

About The Position

Flow is hiring an Executive Assistant / Office Manager to serve as the operational backbone of its New York office and provide day-to-day support to senior leaders. This hybrid role combines executive assistance and office management. The successful candidate will take ownership of work and projects across People, Finance, and Legal, act as a thought partner to leaders, anticipate needs, identify risks, and help prioritize work. The role reports to and partners closely with the People team. The position is responsible for keeping the on-site office running smoothly and guest-ready, managing the physical space and vendor relationships, and supporting a positive employee and visitor experience. It also owns new-hire arrival and onboarding logistics, employee support, and the planning and execution of office events and culture initiatives. The role requires discretion when handling confidential information, strong judgment, proactive service, and the ability to manage cross-functional projects and budgets.

Requirements

At least 5 years of experience as an executive assistant, in office management, or in workplace experience.
Strong written and verbal communication skills and the ability to build relationships with employees, leadership, and vendors.
Strong judgment and discretion, with confidence to share a point of view and push back constructively.
Proactive, service-minded approach and the ability to anticipate needs before they become problems.
Comfort tracking budgets and supporting cross-functional teams on ad hoc projects.

Nice To Haves

Experience supporting multiple senior leaders and running a physical office on-site full-time.
A track record of owning projects beyond scheduling, handling confidential People, Finance, or Legal matters, and acting as a partner to executives.
Hands-on ownership of 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.

Responsibilities

Provide executive support to senior leaders, including calendar and inbox management, travel, scheduling, and meeting preparation.
Anticipate leaders’ needs, flag risks and conflicts, offer recommendations, and help leaders prioritize.
Own special projects, analysis, document preparation, and deliverable tracking across People, Finance, and Legal.
Handle highly confidential information with discretion and sound judgment.
Keep common areas, conference rooms, soft seating, and executive offices clean, properly staged, and guest-ready.
Coordinate office repairs and maintenance from identifying needs and sourcing providers through scheduling and completion.
Manage vendor relationships for cleaning, office supplies, plants, repairs, and other services, including the quality of their work.
Manage mail, packages, and deliveries.
Track office expenses, including lunch support, cleaning, supplies, and recurring costs.
Manage the visitor and guest experience.
Maintain the office seating chart and track team presence, office attendance, and whether employees are seated 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 by helping them acclimate and understand the office and available resources.
Partner with HR and IT on onboarding logistics, including I-9 verification, compliance training coordination, and new-hire orientation planning.
Serve as a point of contact for employees and managers on day-to-day office questions.
Plan and run office events end-to-end, including happy hours, team events, giveback events, and internal gatherings.
Manage event logistics, including vendor coordination, scheduling, day-of execution, and invoice and billing management.
Support office culture by creating opportunities for employees to work from and collaborate in the office.