Executive Assistant, Operations & Real Estate
Miami, FL / New York, NY
General /
Salaried, full-time /
On-site
About the Company
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: one that’s flexible, connected, and designed to create genuine community and real value for the people who call Flow home.
Our mission is oneness: prioritizing our residents and their experiences, and fostering connection with ourselves, their neighbors, and the natural world. By putting people at the center of everything we do, we’re creating vibrant, human-centered communities where life, work, creativity, and play all come together in one place.
About the Role:
As the Executive Assistant for the Head of Operations & Real Estate, you will provide dedicated support to the business as well as personal needs. This pivotal role involves managing various administrative tasks such as answering and returning phone calls and emails, calendar management, organizing travel arrangements, expense reimbursement and more. You will also streamline processes and find opportunities. Additionally, you will need to demonstrate excellent communication skills, will actively strategize to enhance operations efficiency and organizational workflows to ensure seamless operations. This role requires someone with extensive executive-level support experience who can operate with minimal oversight, exercise excellent judgement, and proactively anticipate the needs of senior leadership. This role involves supporting various organizational functions and assisting leadership in diverse projects spanning areas such as Capex, Design, People Ops, Finance, Real Estate, and beyond as needed.
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 members of the organization’s leadership team with special projects as needed. May include projects in Capex, Design, People Ops, Finance, Real Estate, and beyond as needed.
- 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.
- Other various and ad hoc administrative and personal duties as needed.
- Travel to project sites as needed to support ongoing projects.
Ideal Background
- 7-10+ years’ experience in an executive-level/senior leadership support role required.
- Undergraduate degree or equivalent experience.
- A self-starter with a high energy and careful attention to detail.
- Problem solver with a process-improvement mindset.
- Exceptional organizational and prioritization skills honed through years of managing multiple high-level projects simultaneously
- Highly flexible,can change course quickly, and with a strong ability to multitask.
- Excellent oral, written, and communication skills.
- Excellent computer skills; proficient or advanced skills in Microsoft Suite (Word, Excel, PowerPoint, and Outlook) and well versed in data management.
Benefits
• 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), free therapy through SpringHealth, acupuncture, and other wellness offerings
Flow is proud to be an equal opportunity workplace and hires regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender identity and/or expression, pregnancy, Veteran status any other characteristic protected by federal, state or local law. In addition, we provide reasonable accommodation for qualified individuals with disabilities.
