{"id":3900119,"url":"https://alion.io/job/flow-executive-assistant-office-manager","title":"Executive Assistant / Office Manager","company":{"id":1547867,"name":"Flow","domain":"flow.life","url":"https://alion.io/company/flow","size_band":"501-1000","is_staffing_agency":false,"employer_type":"direct","is_intermediary":false,"listed_via":null,"ats_vendor":"Lever","truth_index":{"grade":"A","score":85,"open_postings":9,"ghost_share":0,"stale_share":0.333,"repost_share":0.111,"time_to_fill_p50_days":63,"computed_at":"2026-11-08T05:47:12Z"}},"role":"Administrative","role_family":"Administrative","seniority":"senior","employment_type":"full_time","work_mode":"on_site","remote_scope":null,"remote_scope_basis":null,"remote_working_hours":null,"hiring_geo_confidence":"structured","locations":["New York, United States"],"countries":["US"],"hiring_countries":[],"hiring_countries_total":0,"salary":{"min":90000,"max":105000,"currency":"USD","period":"year","gross":null,"usd_annual":105000},"salary_estimate":null,"experience_years_min":5,"visa_sponsorship":false,"relocation_package":false,"has_equity":false,"technologies":[],"status":"live","first_seen_at":"2026-11-06T23:27:52Z","employer_posted_date":"2026-11-06","last_verified_at":"2026-11-08T05:26:54Z","board_verified":true,"closed_at":null,"days_open":1,"trust":{"level":"ok","repost_count":null,"flags":[],"days_open":1},"description":"About the Role:\nThis is a hybridExecutive 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.\nThe 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.\nYou will report to and partner closely with the People team. This is an on-site, full-time role.\nResponsibilities\nExecutive Support & Thought Partnership\nProvide full executive assistant support to senior leaders including calendar and inbox management, travel, scheduling, and meeting preparation\nAct as a thought partner, not just an executor: anticipate needs, flag risks and conflicts early, offer a point of view, and help leaders prioritize\nTake on real work across People, Finance, and Legal, including special projects, analysis, document preparation, and tracking deliverables through to completion\nHandle highly confidential information with discretion and sound judgment\nOffice & Space Management\nOwn 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\nCoordinate all repairs and maintenance (e.g., damaged wallpaper, broken accessories, millwork, furniture) end-to-end: identify, source, schedule, and follow through to completion\nManage all vendor relationships, including cleaning services, office supplies, plants, and repairs; you own the relationship and the quality of their output\nManage mail, packages, and deliveries\nTrack office expenses, including lunch support, cleaning, supplies, and other recurring costs\nManage the visitor and guest experience\nMaintain and update the office seating chart, tracking team presence, how often people come in, and whether employees are sitting with their teams\nNew Hire Experience & HR Support\nOwn the full new hire arrival experience: desk setup, welcome materials, equipment coordination, and first day communications\nBe the go-to resource for new hires beyond day one, helping them acclimate, understand the office, and know how to get what they need\nPartner with HR and IT on onboarding logistics, including I-9 verification, compliance training coordination, and new hire orientation planning\nServe as a key point of contact for employees and managers on day-to-day office questions\nEvents & Culture\nOwn all office events end-to-end: happy hours, team events, giveback events, and internal gatherings\nHandle all event logistics, including vendor coordination, scheduling, day-of execution, and invoice/billing management\nChampion office culture and create touchpoints that make your location a place people are excited to work from and collaborate in every day\nIdeal Background\n5+ 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\nA 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\nStrong judgment and discretion, with the confidence to share a point of view and push back constructively\nHands-on ownership of facilities, maintenance, and vendor relationships, with a high bar for keeping spaces polished and guest-ready\nExperience partnering with HR and IT on onboarding, and planning office events and culture initiatives end-to-end\nComfortable tracking budgets and supporting cross-functional teams on ad hoc projects\nProactive and service-minded, with the instinct to anticipate needs before they become problems\nExcellent written and verbal communication skills, with the ability to build strong relationships with employees, leadership, and vendors alike","description_format":"text","description_chars":4267,"description_truncated":false,"requirements":{"experience_years_min":5,"management_years_min":null,"team_size_min":null,"manages_managers":false,"education":null,"security_clearance":false,"languages":[]},"benefits":[],"hiring_locations":[],"hiring_excludes":[],"relocation_offered":false,"industries":["Real Estate Rental","Residential Real 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