Executive Assistant / Office Manager

About the Role:

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

Executive Support & Thought Partnership
• 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
Office & Space Management
• 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
New Hire Experience & HR Support
• 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
Events & Culture
• 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

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

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.