Executive Assistant, Operations & Real Estate

Position Overview

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 that’s flexible, connected, and designed to create genuine community and real value.

As the Executive Assistant for the Head of Operations & Real Estate, you will provide dedicated support to both business and personal needs. You will manage administrative tasks including phone and email correspondence, calendar management, travel arrangements, expense reimbursements, and more. Your role is pivotal in streamlining processes and proactively anticipating the needs of senior leadership while supporting projects across Capex, Design, People Ops, Finance, Real Estate, and beyond.

Key Responsibilities

• 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 leadership on special projects across Capex, Design, People Ops, Finance, Real Estate, and more.
• 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.
• Perform various ad hoc administrative and personal duties as needed.
• Travel to project sites as necessary to support ongoing initiatives.

Required Qualifications

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

Benefits & Perks

• 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), including free therapy through SpringHealth, acupuncture, and other wellness offerings.